How to Edit, Void, Cancel, or Refund an Invoice

Overview

After you create or send an invoice, you may need to correct a typo, update the amount, change the due date, cancel an invoice that is no longer needed, or return funds to a customer. The right next step depends on the invoice status and whether your customer has already paid.

This guide explains when to edit an invoice, when to void or cancel it, when to create a replacement invoice, and how to think about refunds.

Before You Change an Invoice

Before making changes, open the invoice from the Invoicing page and check:

• Status: Draft, sent, overdue, paid, cancelled, or voided
• Payment activity: Whether the customer has already paid, partially paid, or initiated an ACH debit payment
• Customer impact: Whether the customer already received the invoice email or payment link

If the customer has not paid yet, you can usually correct the invoice by editing it or canceling it and sending a replacement. If the customer has already paid, avoid changing the original invoice record in a way that makes your records inconsistent. Use a refund, credit, or replacement workflow instead.

Editing an Invoice

Use editing for small corrections or updates before the invoice is paid. Common examples include:

• Fixing a typo in the invoice memo, line item description, or customer details
• Changing the due date
• Updating the receiving Slash account
• Adjusting line items, discounts, taxes, or payment instructions before the invoice is paid

To edit an invoice:

1. Go to Invoicing from your Slash dashboard.
2. Open the invoice you want to update.
3. Choose the available edit option for that invoice.
4. Review the updated invoice carefully before saving or resending it.

Note: Available actions can vary based on invoice status. If an invoice has already been paid or a payment is processing, you may not be able to edit payment-sensitive fields such as amount, payment method, or customer details.

Voiding or Canceling an Unpaid Invoice

Use voiding or canceling when an invoice should no longer be collected. For example, you may want to cancel an invoice if it was sent to the wrong customer, the customer will pay through another method, the amount is incorrect, or the underlying work was canceled.

Voiding or canceling an invoice stops the payment obligation for that invoice. If the invoice was already sent, the customer may be notified that the invoice is no longer active.

To void or cancel an invoice:

1. Go to Invoicing and open the invoice.
2. Select Cancel Invoice, Void Invoice, or the equivalent action shown in your dashboard.
3. Confirm the cancellation.
4. If needed, create and send a new invoice with the corrected details.

When to Create a Replacement Invoice

Sometimes the cleanest option is to cancel the original invoice and create a replacement. This is usually best when:

• The invoice was sent to the wrong customer
• The invoice amount, tax, discount, or payment terms changed materially
• You want a clear audit trail showing that the original invoice was canceled and replaced
• The customer already received the invoice and you want to avoid confusion about which payment link to use

When sending a replacement, consider adding a short memo such as “Replaces invoice #1234” so the customer can identify the correct invoice.

If the Invoice Has Already Been Paid

If an invoice is already paid, do not cancel it just because the amount or details were wrong. A paid invoice is part of your payment and accounting history. Instead, decide whether you need to:

• Issue a refund if the customer overpaid or should receive money back
• Send an additional invoice if the customer underpaid or needs to be billed for additional work
• Add internal notes or reconcile in accounting if the invoice was paid correctly but needs categorization or documentation

Refunding an Invoice Payment

A refund returns money to the customer after payment has been received. You may need to refund a customer if they paid the wrong amount, paid the wrong invoice, canceled the purchase, or were charged through ACH Direct Debit in error.

The exact refund workflow can depend on how the invoice was paid. For example, a payment received by ACH Direct Debit may have a processing and return window, while a manual wire, ACH credit, RTP, or crypto payment may need to be returned as a separate outgoing payment.

Before issuing a refund:

1. Open the invoice and confirm the payment method, amount, and payment date.
2. Confirm the customer’s refund destination and the amount to return.
3. Check whether a refund action is available in the invoice or payment details.
4. If no refund action is available, contact Slash Support before sending money back manually so the invoice, payment, and accounting records stay consistent.

Important: Do not refund a customer until you confirm the original payment has fully settled and is not likely to be returned or reversed.

What to Do Based on Invoice Status

• Draft: Edit the invoice before sending it.
• Sent or unpaid: Edit if the dashboard allows it, or cancel and send a replacement invoice.
• Overdue: Send a reminder, update payment terms if available, or cancel and replace the invoice if it should no longer be collected.
• Payment processing: Wait for the payment to settle or contact Slash Support before canceling, changing, or refunding the invoice.
• Paid: Keep the invoice record intact. Use a refund, credit, additional invoice, or accounting adjustment as needed.
• Cancelled or voided: Create a new invoice if you still need to collect payment.

Best Practices

• Review invoice details carefully before sending, especially customer email, amount, tax, due date, and payment methods.
• If you cancel and replace an invoice, tell the customer which invoice link to use.
• Avoid reusing the same invoice number for a replacement invoice unless your accounting process requires it.
• Keep a record of why an invoice was canceled, replaced, or refunded.
• Confirm settlement before refunding a payment.

Need More Help?

If you are not sure whether to edit, cancel, replace, or refund an invoice, contact Slash Support through the in-app chat or at support@slash.com. Include the invoice number, customer name, payment status, and the change you need to make.