> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Edit a draft invoice

> Only a draft invoice can be edited in TimeTracker. What you can change, what stays fixed, and what to do when an invoice has already been sent.

A draft is fully editable. Once an invoice is sent, it becomes a record you correct rather than rewrite.

## The rule

| Status                                                | Editable?                                       |
| ----------------------------------------------------- | ----------------------------------------------- |
| **Draft**                                             | Yes – everything                                |
| **Sent**, **Viewed**, **Partially paid**, **Overdue** | No – use a credit note, a write-off, or void it |
| **Paid**, **Void**                                    | No – these are final                            |

Trying to save an edit on a non-draft is refused with *"Only a draft invoice can be edited. Void this one and raise a new invoice to change it."*

## How to edit a draft

<Steps>
  <Step title="Open the invoice">
    Click its row in the Invoices list.
  </Step>

  <Step title="Click Edit">
    The **Edit** button appears only on a draft, and only if you hold `invoice.manage`.
  </Step>

  <Step title="Change what you need">
    The builder reopens as **Edit invoice**, prefilled from the draft. Every selected entry and expense is already ticked.
  </Step>

  <Step title="Save changes">
    Click **Save changes** to stay in draft, or **Save & send** to save and send in one step.
  </Step>
</Steps>

You see *"Changes saved."* or *"Invoice sent."* and land back on the invoice document.

## What you can change

Everything the builder offers:

| Field                              | Notes                                                                           |
| ---------------------------------- | ------------------------------------------------------------------------------- |
| **Client**                         | Changing it reloads the available time                                          |
| **Project**                        | Narrows or widens the time list                                                 |
| **Invoice type**                   | Switching away from **From tracked time** replaces time lines with manual lines |
| **Invoice number**                 | Your own unchanged number is never treated as a clash                           |
| Time selection                     | Tick and untick freely                                                          |
| Expense selection                  | Tick and untick freely                                                          |
| Line descriptions                  | Rewrite any group description                                                   |
| Manual line items                  | Add, edit and remove rows                                                       |
| **Discount**                       | Change the kind and the amount                                                  |
| **Tax**                            | Add, edit and remove named rates                                                |
| **Payment terms** and **Due date** | Change either                                                                   |
| **Currency**                       | Locked while the invoice has lines                                              |
| Exchange rates                     | Re-enter if the currencies still mix                                            |

## What stays fixed

| Stays the same              | Why                                             |
| --------------------------- | ----------------------------------------------- |
| The invoice number sequence | Numbers are gapless and never reused            |
| The status                  | An edit never sends or unsends an invoice       |
| The **bill from** block     | It was snapshotted when the invoice was created |

<Note>
  Your **bill from** block does not refresh when you edit a draft. It was captured at creation. To change it, update it in settings and raise a new invoice. See [/invoicing/invoice-sender-details](/invoicing/invoice-sender-details).
</Note>

## What editing does behind the scenes

<Steps>
  <Step title="The current lines are released">
    Every time entry on the draft goes back to **locked** and every expense back to **approved**, so they are free to select again.
  </Step>

  <Step title="The lines are rebuilt">
    Your new selection is invoiced through exactly the same checks as a fresh create.
  </Step>

  <Step title="Totals are recalculated">
    Subtotal, discount, tax and total are computed on the server from the new lines.
  </Step>

  <Step title="The invoice is updated in place">
    Same invoice, same number, new contents.
  </Step>
</Steps>

The whole edit is one operation. If any part fails – a stale selection, a missing exchange rate – nothing is applied and the draft is left exactly as it was.

## Entries already on this draft stay selectable

The time picker in edit mode still shows the entries this draft is already using, pre-ticked, even though they are marked invoiced. Untick one and it is released; leave it ticked and it stays.

## Example

Daniel saved a Bluebird Coffee draft, then Priya spotted that Jonas's 18 March entry belongs to the Monthly Retainer, not the Website Redesign.

<Steps>
  <Step title="Open the draft">
    Invoices → the draft row.
  </Step>

  <Step title="Click Edit">
    The builder reopens with everything ticked.
  </Step>

  <Step title="Untick Jonas's group">
    His 8 hours are released back to locked.
  </Step>

  <Step title="Save changes">
    The subtotal drops from $1,960 to $1,000, and the total recalculates. The invoice number does not change.
  </Step>
</Steps>

Jonas's 8 hours now appear again in the picker for a retainer invoice.

## What to do when an invoice is already sent

| Problem                                     | Fix                                                                                                     |
| ------------------------------------------- | ------------------------------------------------------------------------------------------------------- |
| Charged too much                            | Issue a credit note for the difference – see [/invoicing/record-a-payment](/invoicing/record-a-payment) |
| Charged too little                          | Raise a second invoice for the shortfall                                                                |
| Wrong client, wrong lines, wrong everything | Void it and raise a new one – see [/invoicing/void-an-invoice](/invoicing/void-an-invoice)              |
| The client will not pay                     | Write off the balance                                                                                   |

Voiding is the only route that releases the time for re-billing.

## Permissions

| Action       | Capability       | Default roles                          |
| ------------ | ---------------- | -------------------------------------- |
| Edit a draft | `invoice.manage` | Owner, Admin, Project Manager, Finance |

Editing is a **Pro** write surface. On Free the invoice stays readable but the editor shows an upgrade prompt. See [/concepts/plans-and-features](/concepts/plans-and-features).

## Common questions

<AccordionGroup>
  <Accordion title="Can I change the invoice number while editing?">
    Yes. Re-saving with the number it already has is never treated as a clash. Blank it out to fall back to the automatic number.
  </Accordion>

  <Accordion title="Can I change the currency?">
    Only while the invoice has no lines. Remove every line first, or start again.
  </Accordion>

  <Accordion title="Does editing reset the due date?">
    Only if you change the payment terms, which recalculates the due date. Otherwise it keeps what you set.
  </Accordion>

  <Accordion title="Can I unsend an invoice?">
    No. Sent is not reversible. Void it and raise a new one.
  </Accordion>

  <Accordion title="Will the client see my edits?">
    A draft is not visible in the client portal, so edits before sending are private. After sending, the client sees the invoice as it stands.
  </Accordion>

  <Accordion title="Does editing change the issue date?">
    Only if you change it yourself. Otherwise it keeps its original issue date.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Message                                                                                    | Meaning                                                  | Fix                                  |
| ------------------------------------------------------------------------------------------ | -------------------------------------------------------- | ------------------------------------ |
| "Only a draft invoice can be edited. Void this one and raise a new invoice to change it."  | The invoice is no longer a draft                         | Void it, or issue a credit note      |
| The **Edit** button is missing                                                             | The invoice is not a draft, or you lack `invoice.manage` | Check the status and your capability |
| "An invoice needs at least one line. Add some time or an expense."                         | You unticked everything                                  | Select at least one line             |
| "Some selected time entries were already invoiced by someone else."                        | Another invoice claimed an entry                         | Reload and rebuild the selection     |
| "Invoice number '2026/ACME/001' is already in use. Pick a different one."                  | The number belongs to another invoice                    | Choose a different number            |
| "This invoice has already moved on since the page loaded. Refresh to see where it is now." | The status changed while you had it open                 | Reload the invoice                   |
| An upgrade prompt appears in the editor                                                    | Your plan lacks `invoicing`                              | Upgrade to Pro                       |

## Related guides

<CardGroup cols={2}>
  <Card title="Create an invoice" icon="file-plus" href="/invoicing/create-an-invoice">
    Every field explained.
  </Card>

  <Card title="Invoice statuses" icon="signal" href="/invoicing/invoice-statuses">
    Why draft is special.
  </Card>

  <Card title="Void an invoice" icon="ban" href="/invoicing/void-an-invoice">
    Correcting a sent invoice.
  </Card>

  <Card title="Record a payment" icon="hand-holding-dollar" href="/invoicing/record-a-payment">
    Credit notes and write-offs.
  </Card>

  <Card title="Invoice numbering" icon="hashtag" href="/invoicing/invoice-numbering">
    Why the number never changes.
  </Card>

  <Card title="Invoice sender details" icon="building" href="/invoicing/invoice-sender-details">
    Why the sender block does not refresh.
  </Card>
</CardGroup>