Editing Invoices and Quotations

Editing Instead of Voiding

When an invoice or quotation has a mistake — a wrong quantity, a typo in the customer's name, the wrong item — you can now correct it in place instead of voiding the document and typing it all again. Fixmo keeps a full audit trail of every edit and, for paid invoices, re-balances your stock and finances automatically so your books are never left half-updated.

• Edit any field on an unpaid invoice or quotation, at any time.
• Every edit is logged — who edited it and when.
• Editing a paid invoice re-balances stock, the sale record, commission, and refunds in one step.
• The whole edit is all-or-nothing: if anything is wrong, nothing changes.

Who Can Edit

Edit access is based on your role and your branch. There are no time limits — a document can be corrected whenever the mistake is found.

• Admin — can edit any document in the shop.
• Manager — can edit any document belonging to their branch.
• Cashier — can edit any document belonging to their branch.
• Technician — cannot edit documents.

How to Edit a Document

An 'Edit' button appears on the document's detail page for Admins, Managers, and Cashiers.

1. 1Open the invoice or quotation.
2. 2Click 'Edit'.
3. 3Change the items, prices, quantities, customer details, discount, notes, or dates.
4. 4Click 'Save Changes'. The document is updated and the edit is recorded in its history.

Editing Paid Invoices (and Automatic Re-balancing)

By default, once an invoice has a payment it is locked, because it is a financial record. An Admin can allow paid-invoice editing in Settings → Shop → Invoicing & Documents. When it is on, editing a paid invoice re-balances everything behind the scenes, in a single all-or-nothing step.

• Stock — quantities you remove go back into stock; quantities you add are deducted (bundles included).
• Serial numbers — units you remove return to In Stock; units you add are marked Sold.
• Sale record — the sale behind the invoice is rewritten with the new items and totals, keeping its original date and sale number so that day's reports stay correct.
• Commission — recalculated on the new total.
• Overpayment — if the new total is lower than what was paid, the difference is refunded automatically.

Worked Examples

Here is how Fixmo handles the common editing situations, end to end.

• Unpaid invoice, wrong quantity: open it, click Edit, change the quantity, Save Changes. Nothing has shipped or been paid yet, so only the document updates.
• Quotation with the wrong price: edit it like any unpaid document; the total recalculates instantly.
• Cashier typed the wrong warranty this morning: the cashier opens the invoice, clicks Edit, fixes the line, and saves — the correction is logged under their name in the document's history.
• Paid invoice — 2 mice + 1 keyboard for Rs 7,000, corrected to 1 mouse for Rs 1,500 (paid-editing on): 1 mouse and 1 keyboard go back into stock, the sale record is rewritten to Rs 1,500 on its original date, commission drops from Rs 700 to Rs 150, and Rs 5,500 is refunded to the customer with a linked credit note. The invoice stays Paid at Rs 1,500.
• Paid invoice, correction that raises the total: no refund — the invoice becomes Partially Paid with a balance due, which you collect with Record Payment.
• Fixing only the customer's name on a paid invoice: allowed with paid-editing on; no stock, sale, or refund changes happen.
• Invoice created from a POS sale or a repair: the line items are locked — edit only the customer details or notes, and use Exchange to change the items.

Seeing What Changed

Every correction that touches an invoice is visible in one place. The document's detail page shows a 'Corrections & related records' panel with the full edit history and any refunds or credit notes created by an edit.

• Edit history — each edit, who made it, and when (older entries from the previous approval flow also show who approved them).
• Approval overrides — if a quotation was converted to an invoice without customer approval, both documents show who converted it and when.
• Refunds — any refund created by an edit, linked back to the invoice, and tagged 'Invoice edit'.
• Credit notes — the credit note issued for a refunded overpayment.