[Live] Commerce Hub Users Can Now Edit Open Invoices

[AnnaQ]

What is it?

Users can now edit invoices that are in “open” status (aka “finalized”).

Previously, when an invoice was open it could not be edited. If the invoice needed to be updated, the user would need to first void the existing invoice, and then create a new invoice. This experience was not ideal and after hearing customer feedback, we have since updated this feature.

Please note: An invoice cannot be edited if there has been a payment made on it.

Why does it matter?

Examples of when a merchant would edit an open invoice include:

• Correcting errors (e.g., mistyping an address)
• Adding line items, updating quantities, changing pricing (e.g., if their customer changes their order)
• Adding a PO number

How does it work?

Permissions

Super admins can enable / disable editing of open invoices within invoice Settings >> “Allow editing of open invoices”.

Checking the box enables editing for anyone who has invoice edit permissions. Permissions for who can view and edit invoices can be found in Users & Teams settings.

Editing

To edit an open invoice, select the invoice, then click Actions >> Edit.

Editing is allowed as long as a payment (partial or full) has not been made on the invoice.

After the changes have been made, select the “Update” button to save.

If the customer happens to be in the process of making a payment while the merchant is making edits, saving the edited invoice will cancel an open checkout. (If the payment is made first, then editing is disabled).

The customer will not be automatically notified of changes. After saving changes, the merchant is given the option of emailing the invoice to their customer. It is up to the merchant to communicate to their customer that the invoice has changed, and what the changes were.

Audit log

In the new History card of the invoice preview, the user can view a timeline of invoice events (status changed, edit made, email sent), who performed the action, and the date and time it occurred.

QBO sync

Edits made to invoices created in HubSpot will be synced to QBO.

Set up the HubSpot Invoices Tool

Create and Manage Invoices

Who gets it?

Commerce

[LClancy]

Hey @AnnaQ! My team and I have really enjoyed the ease of being able to create invoices directly in Hubspot now that we can allow our clients to pay less than the full amount due (we have a deposit system to secure booking).
However, we’re running into a new issue now that I’m worried will send us back to our old system—a client who has already paid a deposit has requested to downsize their purchase, which we’re honoring. But because of the partial payment, I am unable to edit the invoice to change the line item/amount.

Is this something that is being worked on? I find it quite limiting and wonder if you have any suggestions for a (hopefully temporary) workaround.
Thank you!!