This guide is for System Admins who need to correct an invoice after it has been issued, for example a wrong name or address, a missing learner name, a wrong amount or a new due date. To set up invoices in the first place, see Set Up Invoices for Your Courses.
Cademy builds each invoice from its order, your invoice profile and the billing details saved on the order. You do not edit the invoice document itself. To change what it says, change the order or its billing details, or void the invoice and issue a new one from the order’s current details.
The actions in this guide require a System Admin. They change financial records and can email the customer. Correcting an invoice, giving credit and returning money are separate tasks.
Choose the Right Way to Change an Issued Invoice
Pick the change you need:
Wrong billing name, email, address, VAT number or PO reference: use Edit Billing Details on the order. See Change an Existing Order.
Wrong course, date, places, price or items: change the order. For an issued invoice with no payment or credit, Cademy voids it and issues a replacement. See Change an Existing Order.
Missing or misspelt learner name: see Add a Learner’s Name to an Invoice below.
VAT should not have been charged: change the order’s VAT setting to exempt, which is possible until a payment or credit is recorded, and only while the order has one issued invoice. See Change an Existing Order.
A new invoice built from the order’s current details: use Void & Reissue, described below.
More time to pay: use Change Due Date, described below.
A draft invoice you want to send now: use Issue Now. See Split or Schedule Invoices for an Order.
Ask for payment or record money received: see Send a Customer a Payment Link or Record a Cash, Cheque or Bank Transfer Payment.
Reduce what the customer owes, or return money: see Manage Credit Notes and Customer Credit or Refund a Customer in Full or in Part.
To find an invoice, select Orders in the Admin Dashboard, then the Invoices tab, and open it. Or open the order and expand Invoices & Payments. For searching and exporting, see Find a Customer’s Order, Invoice or Payment.
The invoice panel shows the actions available for that invoice. Order invoice cards also offer actions such as Mark as Paid, credit-note actions, refunds and Edit Billing Details when they apply. These change financial records or send emails, so do not use them to investigate a problem. To bill a customer for a new booking instead, see Create an Order to Book a Customer Onto a Course.
Change the Billing Name or Address on an Invoice
The Bill To details on an invoice come from the billing details saved on the order: billing name, email, address, VAT or tax number and PO reference. Open the order and select the pencil icon beside Billed To to edit them. The invoice PDF shows the new details once it refreshes, which can take a moment. Emails already sent are not changed. For the full steps, see Change an Existing Order.
Add a Learner’s Name to an Invoice
The invoice lists the participants under each course, using the name on each participant’s contact record at the time the PDF is opened. If a space has no name, assign the learner to it with Add Participant… on the order; see Change an Existing Order. If a name is spelt wrong, correct it on the learner’s contact record; see Manage Contacts. Then open the invoice PDF again to check it.
The name under Bill To is the person or company being billed, not the learner. Change it as described above. The invoice layout is fixed; your company details, invoice prefix and footer text come from your invoice profile, described in Set Up Invoices for Your Courses.
What Each Invoice Status Means
Draft: a planned invoice, not yet issued or payable. It has no invoice number yet. Customers can see upcoming invoices on an order payment page.
Awaiting Payment: issued, with a balance still due. This does not prove its email was delivered.
Partially Paid: a payment has been recorded, but a balance remains.
Overdue: the due date has passed with a balance still due.
Paid: the invoice is settled. Settlement can include credit, so this does not by itself prove the whole total was paid in money.
Void: the invoice is no longer payable and is kept for the record. An order change or Void & Reissue can create a replacement.
If an Invoice Status Looks Incorrect
Open the invoice and compare its status with its due date, amount due, payments and credits:
An invoice becomes Overdue in a daily check at 1am UK time, the day after its due date. An invoice due today is not yet overdue.
A Paid invoice can have been settled by credit rather than money. Check the payment and credit entries.
On an order with several invoices, each invoice has its own status. One paid invoice does not mean the others are paid.
A Void invoice that was replaced shows View Replacement Invoice in its panel. Check the replacement instead.
If the status still does not match the amounts, send Cademy Support the order and invoice numbers before changing any financial record.
Void an Invoice and Send a New One (Void & Reissue)
Use this to replace an unpaid issued invoice with a new invoice built from the order’s current details. The action is offered for an Awaiting Payment or Overdue invoice with no payment and no credit against it. To change only the payment deadline, use Change Due Date instead.
As a System Admin, select Orders in the Admin Dashboard, then the Invoices tab, and open the invoice. Select Void & Reissue…. From the order instead, expand Invoices & Payments, open the invoice’s More menu and select Void & Reissue.
A window headed Void & Reissue and the invoice number opens. Check that it names the invoice you mean to replace.
Email the updated invoice to the customer is ticked when the window opens. Leave it ticked to send the new invoice to the customer. Untick it to issue the new invoice without that email.
If the invoice has an open payment request, a line under the tick box says what will happen to it: with the box ticked, the request is recreated against the new invoice; with it unticked, the request is cancelled without a replacement.
Select Void & Reissue. There is no further confirmation. Wait for the message that names the voided invoice and the number it was reissued as.
The old invoice becomes Void and is kept for the record. The new invoice is issued at once with a new invoice number. Its due date is calculated again from the Payment Terms of the invoice’s profile, so a date set earlier with Change Due Date is not carried over. If you started from the Invoices tab, the panel switches to the new invoice.
Cademy refuses the action in some cases, for example when the order has been cancelled or the invoice has a payment or credit against it. Afterwards, check the new invoice’s lines, total and due date on the order.
If an Amended Invoice Sent to the Customer Shows an Incorrect Amount
A reissued or replacement invoice takes its lines and total from the order as it is now, including its courses, places, prices, discounts and VAT. If you changed the course on the order, the new invoice shows the course and price now saved on the order. An eligible change to the order already replaces an unpaid issued invoice, so you do not need to void and reissue it as well.
Check the order’s items and totals first. If the order is right but the invoice total does not match it, do not reissue again. Send Cademy Support the order number and both invoice numbers.
Change an Invoice’s Due Date
Use this for an Awaiting Payment, Partially Paid or Overdue invoice. It is not available for Draft, Paid and Void invoices or for monthly-instalment orders.
As a System Admin, select Orders in the Admin Dashboard and open the order.
Expand Invoices & Payments and find the invoice.
Open that invoice’s More menu and select Change Due Date. Check the invoice number and current deadline.
Select the date control, choose the new date, then select Save Due Date.
Wait for Due date updated, then check the invoice’s date on the order. If a Due Date Saved message asks you to refresh, reload the order to check the saved result instead of repeating the change.
Only that invoice’s deadline changes. Its number, amounts, payments and credits stay the same. A date before today marks it overdue; today or a future date removes the overdue status. Changing billing details is not a due-date change.
Changing the due date does not send the customer an email. If the invoice is linked to Xero, Cademy tries to sync the new date when your Xero connection and course sync settings allow it. Check Xero separately before treating the change as complete there.
Frequently asked questions
Can I change an invoice’s deadline without emailing the customer?
Yes. Change Due Date never sends a customer email. Tell the customer yourself if they need to know, and check any linked Xero invoice separately.
Does voiding an invoice refund the customer?
No. Void & Reissue is only offered for an invoice with no payment or credit against it, so there is nothing to refund. To return money, see Refund a Customer in Full or in Part.
Can the customer still pay the old invoice after it is replaced?
No. A void invoice is not payable. Where a replacement exists, the old invoice’s direct payment link leads to the replacement.