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 Editing Invoices

Before editing an invoice, review the resident’s billing details for accuracy.

Whenever possible, make billing corrections before invoices generate. Adjustments made after invoicing often create additional accounting work. Use the Invoice Preview and billing reports to verify billing updates before regenerating invoices.

If you do not have required access to edit invoices, contact your Account Manager.

Review or Update Billing

To review or update charges:

1. Navigate to the resident profile. 
2. Open the appropriate Incidental Charges or Recurring Charges section.
3. Locate the charge and click Options.

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

💡 Tip: Use Add Rate Change instead of Edit Charge when adjusting rates effective on a future date. For more information, refer to this Recurring Charges and Rate Changes article.

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

💡Tip: Use End Service when the service should stop automatically on a future date. This helps prevent unnecessary charges and reduces manual invoice corrections.

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. Go to the resident profile.

2. Scroll down to the Billing section and expand Invoices.

3. Locate the invoice you want to edit.

4. 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 correct payer is not available in the dropdown menu, return to the resident’s Billing section and add the payer first. For instructions, refer to this How to Add and Manage Payers article. 

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.

💡Tip: Default Invoice Due Dates can be configured at the community-level in Billing Settings. 

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 be applied directly to invoices or to specific charges.

Apply a general Discount:

1. Click Apply Discount. 
2. Choose either:
   • Apply Existing Discount, or
   • Create New
3. Complete the discount details, including:
   • Start Date and optional End Date*
   • Apply To:
     • Billing Item for a specific charge, or
     • Invoice for an invoice-level discount
4. If the Discount is a Subsidy, enter the Subsidy GL Account # (enabled in Billing Settings).
5. Optionally select Excluded from Proration to apply the full discount amount regardless of prorated charges. 
6. Enter the Amount based on calculation and billing item type:
   • Flat amount ($)
   • Percentage (%)
   • Per diem ($/day), if applicable
7. Click Save. 

Apply a Discount to a specific charge:

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

Add Charge

To add a new charge to the invoice:

1. Click + Add Charge.
2. Select the billing item.
3. Complete the charge details, including:
   • Incurred On date
   • Service Period
   • Amount Calculation
   • Item Price or amount
4. Click Save.

Edit Charge

To modify an existing invoice charge:

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

⚠️ Important: Editing a charge on an invoice does not update the original recurring charge setup on the resident profile and does not retroactively adjust historical invoices.

Unapply Credit or Discount

Unapply removes the item from the invoice while preserving it for future use or invoicing.

Use Unapply when:

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

Unapply preserves charge amounts, prorations, and discounts tied to the recurring charge

Delete 

Delete permanently removes the recurring charge from the invoice and the resident’s billing profile. This action cannot be undone. Use Delete only when the recurring charge should no longer exist or bill in the future. 

⚠️ Important: Deleted recurring charges cannot be restored automatically.