In the event that there's a mistake with an invoice, you can do one of two things: archive it, or edit it!
When you switch tax calculation methods in Cliniko, there are significant changes that affect both existing and new invoices. Editing invoices created before the switch can result in unexpected issues.
Archiving is a good option if you want to completely get rid of it—maybe it was created before you switched calculation methods or it was raised for testing purposes and you simply don't need it anymore.
However, if you made a mistake by putting the wrong amount or item on the invoice, this can be fixed by editing it!
This function is only available to administrators and power receptionists.
Editing an invoice
Find the invoice you wish to edit. This can be found via the Invoices tab:
Once you've selected the invoice you want, click the Edit button at the top:
You'll be able to edit any of the fields on the invoice:
You can add or remove billable items or products, change the related business, appointment, or practitioner, and even modify the issue date (and closed date, if it's been closed).
When you're finished, hit that Update invoice button, and you're all set! 🎉
Editing invoices made prior to changing your invoice calculation method
Cliniko’s tax calculation updates were designed to provide more flexibility and accuracy. Older invoices retain the rules from when they were created. As a result, new methods like tax inclusive or exclusive calculations and decimal support don’t apply to them, creating discrepancies.
There is a notice that appears when you edit an invoice that was made using a different calculation method:
Legacy invoices were created using the previous calculation method, which differs from the newer options. Editing these invoices can result in:
Restricted decimal places
Legacy invoices do not support decimal entries in the quantity field. For instance, you cannot enter quantities like 0.5 to represent partial services.
Unit price discrepancies
Legacy invoices and the "tax exclusive" calculation method calculate tax exclusively, while the “tax inclusive” calculation method accounts for tax within the total price.
What this means: Adding the same billable item to an old invoice and a new one will show different prices. On a legacy and "tax exclusive" invoice, the total price excludes tax, while a “tax inclusive” invoice factors in tax as part of the overall price.
How to handle these invoices
We don't recommend editing these invoices. To ensure accuracy and avoid errors, it's best to archive the old invoice and create a new one using your current tax calculation method. This ensures the new invoice reflects accurate tax rates and supports decimal quantities.
If the invoice you're editing has already been paid, there's a chance you might encounter some errors when trying to edit it. Head over here to learn more about those and see how to fix them!