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It is common for customers to change their minds about the work they want done. For this reason, Builder Prime makes it easy to update the invoices to reflect the changes
In this article, we'll go over the following scenarios:
Editing a Deposit Invoice if the Customer Overpays
Editing an Invoice to Add Additional Work
Editing an Invoice to Remove Additional Work
How to Edit an Overpaid Invoice
1. Review Invoice Details
In the video example, a deposit invoice was generated for $4200, but the customer paid $5000 in cash, leading to a negative balance.
2. Click on 'Edit Invoice'
This will open the invoice form where you can make adjustments to update the balance to $0.00.
3. Uncheck 'This is a deposit invoice'
Unchecking this will allow you to update the amount due on the invoice.
4. Click on Save
It's advised to save after unchecking the deposit box. The system will recognize the invoice as a non-deposit invoice and allow for more flexibility when making changes.
5. Toggle "By Percent (%)" to "By Amount"
6. Update Amount to Match Payment
In the video example, the amount will be updated to $5000 to match the amount the customer paid.
7. Click on Save & Close
8. Review Invoice Information
The balance is correctly showing as $0.00 because the invoice amount was updated to $5000.
Editing an Invoice with Additional Work
1. Include any Additions in the Scope
Before generating a change order, make sure the additional work is added to the scope of the project. The change order will pull from the updated scope which will include the addition(s).
2. Generate Change Order
The invoice details pull from the contracts, so it is essential to have a new contract or change order reflecting the additional work. If creating a new contract instead of generating a change order, simply create a new invoice for the new contract. For a change order, you can either create a new invoice for the balance or edit the existing invoice to include the new addition.
3. Click on Billing to Review Current Invoice Details
In this example, an invoice was created for $8,400, covering the original scope. Once the new contract/change order was generated, it added an additional $600 to the balance, not included in the current invoice.
4. Edit the Invoice
Click on "Edit Invoice" to open the form and update the current invoice.
5. Update Percentage for New Line Item
Manually update the percentage box to 100% for the new work to be included on the invoice.
6. Save & Close
Click "Save & Close" to finalize the changes.
7. Review New Invoice Details
Verify that the updated invoice reflects the full amount, including the new addition.
Editing an Invoice to Remove Items
1. Remove Additional Work from Scope
Remove the item(s) that are no longer needed from the scope.
2. Click on Contracts and Generate a New Change Order
Click on "Replace / New Change Order" to generate a new contract based on the accurate scope.
3. Review Invoice Details
Once the new change order is generated and sold, the invoice should automatically update to remove the deleted scope. Confirm by clicking the "Billing" tab and ensuring the invoice and balance reflect the current contract, as displayed in the video.