Edit incoming invoices

Can I edit an incoming invoice that has already been accepted?

Yes, to a limited extent. What you can edit depends on the status of the incoming invoice.

In DRAFT status

As long as an incoming invoice has not yet been accepted (status DRAFT), you can:

• Edit all fields: amount, taxes, date, line items, etc.
• Change the customer assignment
• Adjust categorization and notes
• Change the due date
• Edit the payment terms

In ACCEPTED status or higher

After acceptance, the editing options are very limited:

• Amounts and line items: usually can no longer be changed
• Data: certain data is read-only
• Taxes: the calculated tax is based on the original data

Limited changes are possible (depending on the account settings):

• Notes and categorization
• Payment status
• Archiving status
• Project assignment

What to do about an error in an accepted incoming invoice?

If you discover an error in an incoming invoice that has already been accepted:

Option 1: Back to DRAFT (if possible)

1. Open the incoming invoice
2. Click "Change status" or similar
3. Reset the status to DRAFT
4. Correct the errors
5. Accept the invoice again

Prerequisite: This feature must be enabled in the account settings.

Option 2: New invoice with corrected data

If you cannot reset the status:

1. Create a new incoming invoice with the corrected data
2. Mark the old (incorrect) invoice as deleted or archived
3. Accounting uses only the new, corrected invoice

This is transparent and leaves complete documentation.

Option 3: Adjustment invoice

If only the amount or the tax was wrong:

1. Create an adjustment incoming invoice for the difference (negative or positive)
2. Do not cancel the original invoice; document the correction instead

This is good for the audit trail and transparency.

Changing the due date afterwards

When editing an accepted incoming invoice:

• The due date can sometimes be changed (even after acceptance)
• This affects accounting and payment planning
• Save the change explicitly

Correcting taxes

If the calculated tax is wrong:

• In DRAFT status: you can adjust the tax rate and amount directly
• In ACCEPTED status: the tax often cannot be changed afterwards without resetting the invoice to DRAFT

This is a safety measure to prevent accidental changes in accounting.

Re-importing the invoice

If you want to process the original file (PDF, XML, XRechnung) again:

1. Delete or archive the incorrect incoming invoice
2. Upload the original file again
3. The OCR/import process creates a new incoming invoice

This is particularly helpful if the initial import contained errors.

Permissions for editing

To edit incoming invoices, you need the appropriate permissions:

• UPDATE_INVOICES_INCOMING or similar
• Possibly different permissions depending on the status

Ask your account administrator if you do not see an edit function.

Preserving the audit trail

All changes to incoming invoices are documented in the audit trail:

• Who changed what
• When the change was made
• What the values were before and after

This is important for compliance and invoice audits.