I made a mistake on an invoice/order - can I fix it?

Whether you can edit an invoice or order depends on its current status and whether it's been synced to external systems like Xero.

Draft invoices and orders:

Can be edited freely - While an invoice or order is still in draft status, you can edit all details including:

• Line items and quantities
• Prices and discounts
• Patient details
• Linked appointments

Simply open the invoice/order and make your changes.

Finalised invoices:

Limited editing - Once an invoice is finalised (sent to the patient or marked as complete), editing becomes restricted:

• You cannot change line items or amounts
• You can typically update non-financial details
• Payment records can be added

To correct a finalised invoice:

• Create a credit note for the incorrect amount
• Issue a new invoice with the correct details
• Or cancel the invoice and create a new one (if not yet paid)

Invoices synced to Xero:

Cannot be edited in HearLink - If automatic Xero syncing is enabled and the invoice has been sent to Xero, you cannot edit it in HearLink.

To correct a Xero-synced invoice:

• Make corrections in Xero directly
• Or use credit notes in both systems to reverse and reissue

Paid invoices:

Very limited changes - Once payment has been recorded against an invoice:

• Financial details are locked to preserve transaction integrity
• Use credit notes to adjust or reverse charges
• Contact support if you need to make corrections to paid invoices

Orders with manufacturer orders raised:

Check manufacturer order status - If manufacturer orders have been raised against an order:

• You may need to cancel or update the manufacturer order separately
• Cancelling the invoice will mark related manufacturer orders as cancelled

Best approach:

1. Check the status - Determine if the invoice/order is draft, finalised, paid, or synced
2. Make edits if possible - Draft invoices can be edited directly
3. Use credit notes - For finalised or paid invoices, issue a credit note and create a corrected invoice
4. Contact support if stuck - For complex corrections or Xero-related issues, contact HearLink support

Prevention tips:

• Review invoices carefully before finalising
• Use draft status for work-in-progress invoices
• Double-check Xero sync settings before sending invoices
• Train staff on the difference between draft and finalised invoices

Further reading:

• Invoice items
  
• Xero
• Credit Notes