Jobs
Change or reissue an invoice
Once an invoice is issued, what it bills is locked so it can't change by accident. When it does need to change, you don't cancel it and start again: Change invoice opens it as a draft under the same number, so your customer gets the same invoice, put right. Nothing goes to the customer until you send it. Only owners and admins do invoices, unless you switch it on for another role.
Video coming soon
Step by step
- 1
See what's wrong
Open the job and click Quote / invoice. The figures at the top say what the job comes to and what's been invoiced. If a line came off the job after the invoice went out, Plana says the invoices bill more than the job now comes to, and by how much.
- 2
Click Change invoice
Click the Change button on that note, or Change invoice on the invoice itself. Plana says what will happen, then opens it again as a draft with the same number and the job's lines as they are now. Until it's issued again the job goes back to To invoice.
- 3
Check it
The draft says Open to change and what it was before. Its lines are the job's lines now, so the bump out that came off is gone. Change a line, the terms, their order number or the note if you need to, then save. Open draft shows the PDF.
- 4
Issue it again
Click Issue again, check the date, and click Issue again in the box. It keeps its number, the job moves back to Invoiced, and the job's history says what it was and what it is now.
- 5
Send it to the customer
Click Send from Plana to see the email with the invoice attached, change anything, and send it from your own mailbox. Or click Put in Outlook to send it from there. Nothing goes until you send it.
Good to know
- Cancelled one by mistake? Click Bring back to change on it: it opens again under the same number, the same way.
- Change invoice isn't there once a payment is recorded on the invoice. Take the payment off first if it really needs to change.
- An invoice that has gone out is never deleted, only issued again or cancelled, because your customer may already have it.
- Use Cancel invoice only when the bill shouldn't exist at all.
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Every job, email, proof and invoice in one place.