How to edit an invoice in QuickBooks

Editing starts from the Invoices page, which you reach through All apps and then Sales & Get Paid. Each invoice on that page has an Action column, and that's where you open it to make changes.

Work out whether the customer needs to see the change. If the invoice has already gone to them, they'll need the corrected version, so plan to finish with Review and send rather than only saving. If it hasn't been sent yet, saving the change is enough until you're ready to send it.

Take care with Manage. Whatever you choose in its side panel doesn't stay on this invoice alone: QuickBooks remembers the choice and applies it to your existing invoices and the ones you make later. To fix one invoice's details, change the fields on the invoice form instead.

1. Go to All apps, select Sales & Get Paid, then select Invoices.
2. Find the invoice you want to change and select View/Edit in its Action column.
3. Check the customer's details, and make sure their email address is entered. A customer with a listed email has it filled in automatically.
4. Correct the Invoice date, Due date or Terms if any of them are wrong.
5. Fix the lines that need it: choose a different product or service from the dropdown, or change the Qty or Rate.
6. To add a line, select Add product or service. Its dropdown also has Add subtotal and Add text, and the re-order icon on each line lets you drag lines into a new order.
7. If something waiting for this customer belongs on the invoice, such as a quote or billable time, open Suggestions, choose Suggested transactions and select Add.
8. Select Save and close to keep the changes without sending anything.
9. Or, to email the corrected invoice, select Review and send, edit the message if you need to and select Send invoice. If QuickBooks says the invoice is linked with another entity, select Yes.

Once you save, the invoice carries your changes. It stays on the Invoices list, and you can open it with View/Edit again whenever something else needs correcting.

Saving on its own sends nothing to the customer. If you finished with Review and send, the customer gets the updated invoice by email, and its status on the Invoices page shows Sent.

Any option you changed under Manage, such as the information the form shows or its design, now appears on your other invoices as well, including ones made before today.

To reverse an edit, open the invoice again with View/Edit, put the earlier details back and save it. If the customer already has the changed version, send them the restored one too.

If the email box is empty when you go to send, the customer has no email listed in QuickBooks. Type their address in before you select Send invoice.

If Add text doesn't appear in the Add product or service dropdown, the invoice is on a template other than Modern. Intuit offers that option on the Modern template only, which you can set as your default from the Design dropdown with Make default.