Orders change: someone can't attend, a company adds three more people, a discount was agreed after booking. In Cademy you edit the order itself, review the money consequence in plain English, and confirm - invoices, credit notes, refunds, and customer emails are handled from that one confirmation.
Entering edit mode
Open the order and click Edit Order. A banner confirms you're editing: every change is previewed in plain English before anything is charged, credited, or emailed. Click Done Editing to leave.
While editing you can change:
Quantities - use the stepper on each offer row. Quantities can't go below the number of named participants; to go lower, remove someone from their row's ⋯ menu first.
Unit prices - type over any offer or add-on price.
Offers - switch a line to a different offer; participants stay on their spaces.
Items - add courses, add-ons, or custom line items, the same as when creating an order.
Discounts and VAT - in the totals block, add or remove a discount, and change the VAT handling between Pass, Absorb, and Exempt.
Review, then apply
Changes are staged per course - nothing happens as you type. When a course has changes, Review Changes opens a preview that states the exact money consequence, and Apply Changes confirms it. Discard throws the staged changes away.
If you try to leave edit mode (or close the order) with unapplied changes, Cademy asks whether to review or discard them - nothing is ever lost or applied silently. If someone else changes the order while you're editing, your staged changes for the affected course are discarded with a warning.
What happens to the invoices
The preview always tells you, but the rules are simple:
Draft invoices just update - no numbers, no emails.
Unpaid issued invoices are corrected by void and reissue: the old invoice is voided and kept for the record, and a new invoice with the order's current details is issued under a new invoice number. The old invoice's payment link automatically redirects to the new one, so a customer holding the old link can still pay.
When the total goes up, you choose between two options in the preview: Update the existing invoice (void and reissue at the new total - the default) or Create a Separate Invoice for just the new charges.
When the total goes down on a paid invoice, a credit note is issued and you choose what happens to the money: refund it, hold it as credit, or leave the invoice standing. You can also deduct a fee - for example a cancellation fee - which is itemised on the credit note.
Whenever an invoice is reissued, an Email the updated invoice to the customer checkbox (ticked by default) controls whether the customer is notified. If the invoice had an open payment request, it is recreated against the new invoice and the old request link redirects there; untick the email option and the request is cancelled without a replacement instead.
Changing participants
People changes have their own flows in each row's ⋯ menu and the course header menu - each one previews its money consequence before confirming:
Remove participant - their registration is cancelled and their space released; you choose refund, hold as credit, a credit note, or no financial change, with an optional fee.
Move participant - move them to another course on the order (add the course first if it isn't there); any price difference is previewed.
Replace participant - someone else takes over the space at the same price; nothing changes on the bill.
Add participant - adds a new space for them.
Remove course - cancels all its registrations and releases its spaces; always issues a credit note.
Filling an already-paid unnamed space with a participant isn't an edit at all - use Add Participant on the space in normal view; nothing changes on the bill.
When editing is locked
Discounts and VAT lock once real money is involved, and the lock note tells you the way forward:
Money received - reduce the remaining balance with Add Credit Note in the invoice's More menu, or refund a payment from its ⋯ menu.
Paid in full - to give money back, refund the payment.
Split orders with two or more issued invoices - discounts and VAT can't be edited across them.
Item and participant editing stays available - only the order-level pricing controls lock.
Editing billing details
Edit Billing Details (on the Billed To card, or in any invoice's More menu) lets you change the billing name, invoice reference, billing email, VAT / Tax number, PO / Reference, due date, billing address, and footnote at any time. Whether the order is billed to an individual or an organisation is fixed at creation.