How to Edit Invoices

Edit invoices by updating charges, correcting billing details, and removing recurring charges using either Unapply or Delete. This guide explains how to make invoice corrections while determining whether recurring charges should remain available for future invoicing.

Before You Start

Make billing corrections before invoices generate whenever possible. Changes after invoicing often create extra accounting work. Review the Invoice Preview and billing reports first.

Review or Update Billing

If the problem comes from the resident’s recurring charges, fix it on the resident profile so it doesn’t repeat on future invoices. 

• Add Rate Change: Changes a recurring rate effective on a future date.
• Edit Charge: Corrects an existing recurring charge. This updates historical recurring charge reports, but not invoices already generated.
• End Service: Stops a recurring charge on a set date, such as for a move-out or a discontinued service. 

See Recurring Charges and Rate Changes. 

Add Rate Change

To adjust a recurring rate effective on a future date, click Add Rate Change.

This is commonly used when:

• Increasing monthly rates
• Adjusting care charges
• Updating recurring billing amounts effective on a future billing cycle

Edit Charge

Selecting Edit Charge on an existing recurring charge impacts historical recurring charge reports within the charge dates. However, it does not impact previously generated invoices. 

End Service 

In addition to rate changes, you can schedule an end date for recurring services when you know a service should stop in advance.

Setting an End Service date automatically stops the recurring charge from generating on and after the specified date. This helps ensure billing accuracy and eliminates the need to update invoices after they have already been generated.

This is commonly used when:

• A resident is moving out 
• A service is being discontinued
• A time-bound or temporary service is scheduled to end
• You want recurring billing to stop on a known future date

Invoice Due Dates

If your community uses a default Invoice Due Date in Billing Settings, review and adjust due dates as needed before regenerating invoices.

Select an Invoice to Edit

From the Invoices page

1. Go to Billing > Invoices.

2. Locate the invoice you want to edit.

3. Click Options > Edit.

From the Resident Profile

1. In the resident profile’s Billing section, expand Invoices.
2. Locate the invoice and click Options > Edit.

How to Edit an Invoice 

The Edit Invoice page includes several tools for updating invoice details, adjusting charges, and applying credits or discounts.

Change Payer

To change the payer associated with the invoice:

1. Click Change beside the current payer.
2. Select the New Payer from the dropdown menu.
3. Click Change to save.

If the payer isn’t listed, add them in the resident’s Billing section first. See How to Add and Manage Payers. 

Change Invoice Date(s)

To change the Invoice date and/or Invoice Due Date (if enabled):

1. In the top-right corner, click Change or Edit Dates.
2. Use the calendar icon(s) to adjust the Invoice Date and/or Due Date.
3. Click Change to save your updates.

Apply Credit

Credits are the preferred method for correcting charges on invoices that have already been generated. Applying a credit creates a separate transaction and keeps a clear accounting audit trail, especially for closed GL periods. 

Apply a general Credit:

1. Click Apply Credit.
2. Choose either:
   • Apply Existing Credit, or
   • Create New
3. Select the applicable billing item and Issued On date.
4. Click Save.

Apply a Credit to a specific charge:

1. Click CR.  
2. Select the Issued On date.
3. Determine Amount Calculation (Full, Manual, Prorated).
4. Update the Credit Service Period and Credit Amount. 
5. Click Save. 

Apply Discount 

Discounts can apply to the whole invoice, to specific charges, or both, depending on your community’s Discount “Apply To” Options in Billing Settings.

Apply a general Discount:

1. Click Apply Discount.
2. Choose Apply Existing Discount or Create New.
3. Complete the discount details:
   1. Start Date and optional End Date. Leaving End Date blank applies the discount to future invoices indefinitely.
   2. Apply To: Billing Item for a specific charge, or Invoice for an invoice-level discount. This choice appears only when your community allows both levels.
   3. If the discount is a subsidy, select the Subsidy GL Account # (enabled in Billing Settings).
   4. Optionally, select Excluded from Proration to apply the full amount regardless of prorated charges.
   5. Amount: Flat amount ($), percentage (%), or per diem ($/day), if applicable.
   6. Discount Program: Select the program this discount belongs to. If none applies, select Other and type a description (optional). 
4. Click Save.

Apply a Discount to a specific charge:

1. Click DC.
2. Complete the discount details.
3. Click Save. 

Add Charge

Click +Add Charge.

1. Select the billing item.
2. Complete the Incurred On date, Service Period, Amount Calculation, and Item Price or amount.
3. Click Save. 

Edit Charge

1. Click Edit beside the charge.
2. Update the Incurred On date, Amount Calculation (Manual or Prorated), Service Period, or Item Price as needed.
3. Click Save.

Unapply Credit or Discount

Unapply removes the item from the invoice but keeps it for future use or invoicing. It preserves charge amounts, prorations, and discounts tied to the recurring charge. Use Unapply when:

• Correcting invoice mistakes
• Planning to regenerate invoices
• Rebilling recurring charges later
• Preserving recurring billing setup

Delete 

Delete permanently removes the recurring charge from the invoice and the resident’s billing profile. Use it only when the recurring charge should no longer exist or bill in the future.

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