What This Screen Does

This is where you make changes to an existing invoice. Think of it like pulling out a paper invoice from a filing cabinet, correcting some details, and putting it back. You can update who the invoice is for, change dates, adjust line items, and modify the payment status. Once you save, the system updates the invoice record.

How to Get There

Open the dashboard.
In the left-hand menu, click Invoice.
Find the invoice you want to edit in the list.
Click on the invoice to open it, then click the Edit button.
You are now on the Edit Invoice screen.

Step-by-Step Guide

1. Review the Breadcrumbs

At the top of the page you will see breadcrumbs: Dashboard → Invoice → #[invoice number].
This confirms which invoice you are editing.

2. Update the “From” Address

This section shows who the invoice is coming from (your business). It is pre-filled with your gym’s information.

Field	Required	What to Enter
Name	No	Your business or gym name. Pre-filled automatically.
Email	No	The sender email address. Defaults to your no-reply email from settings.
Address	No	Your business address. Pre-filled from the gym profile.
Company	No	Your company name. Usually the same as the gym name.
VAT No.	No	Your VAT registration number, if applicable. Pre-filled from the gym profile.

3. Update the “To” Address

This section identifies who receives the invoice.

Field	Required	What to Enter
Invoice To	Yes	Select the member or contact this invoice is for. Start typing a name to search. If your account is not on a Standard subscription, this defaults to “Cashier”.

Click the field and pick a different person if needed.
You must select someone — the form will not save without it.

4. Change Status and Dates

Field	Required	What to Enter
Status	No	Choose the invoice status (e.g. Paid, Pending, Overdue, Draft). This affects which button you see at the bottom.
Payment Method	No	Select how the invoice is being paid (e.g. Card, Cash, Bank Transfer). Defaults to Card.
Created Date	Yes	The date the invoice was originally created. Pick from the date picker.
Due Date	Yes	The date payment is due. Must be later than the created date.

5. Edit Line Items

Each line item represents a product or service on the invoice. You can modify existing lines or add new ones.

Field	Required	What to Enter
Name	Yes	The name of the product or service (e.g. “Monthly Membership”).
Description	Yes	A short description of what is being charged for.
Quantity	Yes	How many units. Must be at least 1.
Price (excl. tax)	Yes	The price per unit before tax. Must be 0 or more.
Price (incl. tax)	Yes	The price per unit including tax. Must be 0 or more.
VAT Rate	Yes	Select the applicable tax rate from the dropdown.
Discount	No	An optional discount. You can enter it as a fixed amount or a percentage, depending on the discount format.
Discount Format	No	Choose whether the discount is an amount (fixed value) or a percentage. Defaults to amount.

To add another line, click the button to add a new row and fill in the fields.
To remove a line, click the delete icon on that row.
The total updates automatically as you change quantities, prices, and discounts.

6. Save Your Changes

If the status is set to Paid, you will see an Update & Pay button.
If the status is set to anything else (Pending, Overdue, Draft, etc.), you will see an Update & Send button.
Click the appropriate button to save.
The system will:
1. Validate all your inputs.
2. Send the updated invoice data to the server.
3. Redirect you back to the invoice list.
You will see a green “Invoice created and sent!” notification.

What Happens Behind the Scenes

You click "Update & Pay" or "Update & Send"
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Form validates all fields (checks required fields, date order, line items)
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API call: InvoicesService.create({ body: formData })
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Server updates the invoice record and returns a confirmation
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Success notification appears: "Invoice created and sent!"
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You are redirected to /invoice (the invoice list)

Troubleshooting

“The Save button does not respond when I click it”

Make sure all required fields are filled in. Look for red error messages below fields.
Check that the Invoice To field has a person selected.
Verify that every line item has a Name, Description, Quantity, Price, and VAT Rate filled in.

“I get an error saying ‘Due date must be later than created date’”

The Due Date must be set to a date that comes after the Created Date.
Open the date pickers and make sure the due date is at least one day after the created date.

“The invoice total looks wrong”

Double-check the Quantity and Price for each line item.
Make sure the correct VAT Rate is selected — a different tax rate will change the total.
If you applied a Discount, verify the discount amount and format (fixed amount vs. percentage).

The person must exist in the system as a member or contact before you can invoice them.
Try typing their full name slowly — the search may need a moment to load results.
If they are brand new, add them as a member first, then come back to edit the invoice.

“I see ‘Update & Pay’ but I expected ‘Update & Send’”

The button label depends on the Status field.
If the status is set to Paid, you see Update & Pay. Change the status to something else (e.g. Pending) to see Update & Send instead.

“I changed the gym but my invoice data disappeared”

When you switch to a different gym, the form resets to match the new gym’s settings (address, VAT number, email).
This is expected behaviour. Re-enter the invoice details for the correct gym.

“I got a red error message after clicking Save”

Read the error message carefully — it usually explains what went wrong.
Common causes: a required field is empty, a network timeout, or a server issue.
Try again after a few moments. If the error persists, contact support and share the error message.

VAT rates are loaded from your system settings. If the dropdown is empty, your account may not have any tax rates configured.
Ask your administrator to set up VAT rates in the system settings, then refresh the page.

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