How to Edit an Invoice

Learn how to edit an existing invoice, including when edits are allowed and how to enable the required settings and permissions.

When to Use This 

Use this process when: 

• You need to correct or update an invoice that is in Receivable status 

What You Need 

• Edit Direct Bill Invoices must be enabled in your General System Settings (see below) 

Permissions 

• Your User Type must have permission to edit invoices

Contact your clinic administrator if you do not have the required permissions. 

Invoice Requirements 

An invoice can only be edited if all of the following conditions are met:

• No payments have been applied to the invoice
• The invoice is not part of a split invoice (e.g., Insurance and Patient)
• The invoice is not included in a print batch
• The invoice is not within a locked accounting period
• The invoice is not associated with a claim
• The invoice was not processed through a third-party biller (e.g., TELUS or a provincial health biller)

Editing an Invoice 

Follow these steps to edit an invoice:  

1. Go to Accounting 
2. Select Invoice Search 
3. Search for the invoice 
4. Expand the invoice result 
5. Click the pencil icon 

The Edit Invoice fly-out will open: 

6. Make your changes
   • You can update the information: 
     • Treatment Plan
     • Insurance 
     • Clinic 
     • Practitioner 
     • Invoice Date 
     • Quantity
     • Item # (i.e., the product or service)  
     • Amount 
     • Service Date 
     • Add additional products and services by clicking Add Product
7. Click Save 

Result 

The invoice is updated with your changes and saved to the patient’s account.

Editing a Paid Invoice

If a payment has already been applied, the invoice cannot be edited. To make changes:

1. Remove or delete the payment applied to the invoice
2. Confirm the invoice returns to Receivable status
3. Follow the steps above to edit the invoice

4. Reapply the payment if needed

    

Troubleshooting

Can't edit invoice 

• Confirm the invoice meets all eligibility requirements
• Ensure no payments have been applied
• Verify the invoice is not part of a split or claim
• Check that the accounting period is not locked

Don't see option to edit invoice 

• Confirm Edit Direct Bill Invoices is enabled in System Settings
• Verify your User Type has permission to edit invoices

Enabling Direct Billed Invoices in General System Settings

You must have access to your system settings. 

1. Go to Settings 
2. Under System & Company Settings, select General 
3. Click Accounting 
4. Navigate to the Billing section 
5. Set Edit Direct Billed Invoices to Yes 

6. Click Save 

    

Granting Access to Users to Edit Invoices 

A Level 2 Administrator must complete these steps: 

1. Go to Settings 
2. Under Staff, select User Types 
3. Edit the appropriate User Type 
4. Navigate to the Accounting section
5. Set Edit 100% Insurance Invoices to Granted
6. Click Save