Editing Existing Invoices
Editing Existing Invoices
Make adjustments, add notes, handle payment links, and manage cancellations for your generated invoices.
Modifying Draft Invoices
Draft invoices are the only invoices that allow full modification . Since they have not been sent to families yet, businesses can freely adjust session details, discounts, taxes, and additional charges.
How to Edit a Draft Invoice
Access the Invoice
Click Invoicing icon from the
app drawerin the All Invoices section, apply the Draft filter under invoice status. Locate the invoice and click on its Invoice ID to open it. Alternatively, you can also search for the invoice using associated keywords
Billed Family & Students: Click the edit icon next to the family name to update the billing family or add/remove students.
Session Details: Adjust the service type, tutor, duration, and hourly rate by clicking on the relevant fields.
Discounts & Taxes: Click Edit Discounts or Edit Taxes to modify the values applied to the invoice.
Additional Charges: Click Add Charge to include extra fees like registration or material costs.
Due Date & Payment Terms: Click the Due Date field and select a new deadline from the calendar pop-up.
Notes & Remarks: Enter any public remarks (visible to families) or internal notes (for admin use).
Click Save as Draft if you’re not ready to send.
Click Send Invoice to finalize the invoice and deliver it to the family.
Once sent, the invoice cannot be modified further, except for adding notes or payment links.
Modifying Draft Invoices
Draft invoices are the only invoices that allow full modification . Since they have not been sent to families yet, businesses can freely adjust session details, discounts, taxes, and additional charges.
How to Edit a Draft Invoice
Access the Invoice
Click Invoicing icon from the
app drawerin the All Invoices section, apply the Draft filter under invoice status. Locate the invoice and click on its Invoice ID to open it. Alternatively, you can also search for the invoice using associated keywords
Billed Family & Students: Click the edit icon next to the family name to update the billing family or add/remove students.
Session Details: Adjust the service type, tutor, duration, and hourly rate by clicking on the relevant fields.
Discounts & Taxes: Click Edit Discounts or Edit Taxes to modify the values applied to the invoice.
Additional Charges: Click Add Charge to include extra fees like registration or material costs.
Due Date & Payment Terms: Click the Due Date field and select a new deadline from the calendar pop-up.
Notes & Remarks: Enter any public remarks (visible to families) or internal notes (for admin use).
Click Save as Draft if you’re not ready to send.
Click Send Invoice to finalize the invoice and deliver it to the family.
Once sent, the invoice cannot be modified further, except for adding notes or payment links.
Managing Sent Invoices
A sent invoice is a finalized billing record and cannot be modified. However, there are still a few actions administrators can take to ensure smooth processing.
What You Can Do with a Sent Invoice:
Add a payment link (if it was not included when the invoice was sent).
Attach internal notes or admin remarks for record-keeping.
Manually mark the invoice as paid if the payment was collected outside of Evallo.
How to Add a Payment Link to a Sent Invoice
Open the All Invoices screen and locate the Sent invoice.
Click on the Invoice ID to open the invoice details page.
At the bottom left, click Add Payment Link.
The payment link will now be included in the invoice for the family to complete the payment.
If a critical correction is needed (e.g., incorrect service, wrong student billed), the invoice must be
canceled and reissued.
Managing Sent Invoices
A sent invoice is a finalized billing record and cannot be modified. However, there are still a few actions administrators can take to ensure smooth processing.
What You Can Do with a Sent Invoice:
Add a payment link (if it was not included when the invoice was sent).
Attach internal notes or admin remarks for record-keeping.
Manually mark the invoice as paid if the payment was collected outside of Evallo.
How to Add a Payment Link to a Sent Invoice
Open the All Invoices screen and locate the Sent invoice.
Click on the Invoice ID to open the invoice details page.
At the bottom left, click Add Payment Link.
The payment link will now be included in the invoice for the family to complete the payment.
If a critical correction is needed (e.g., incorrect service, wrong student billed), the invoice must be
canceled and reissued.
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