Choose the record that matches what happened
| Situation | Usually clearer action | What to preserve |
|---|---|---|
| Unsaved draft has a typo | Edit the draft before issue | No issued record exists yet. |
| Issued invoice has the wrong address or description | Issue a corrected replacement if local rules allow | Original number, correction reason and cross-reference. |
| Invoice was duplicated or the sale was cancelled | Cancel/void it in your records or issue the required credit document | Original record and reason; never silently delete it. |
| Customer disputes only part of the charge | Correct or credit the affected amount, then issue a clear balance if needed | Agreed items, disputed items and linked document numbers. |
| Customer paid outside your normal method | Record the real payment | Date, amount, method and remaining balance. |
Why a fake payment creates a worse record
Marking an invoice paid changes the meaning of the record: it says money was received. That can distort receivables, customer statements, cash reconciliation and tax records. A “payment” template is therefore the wrong tool when no payment occurred.
Keep the commercial event and the bookkeeping event separate. If the charge no longer applies, document the cancellation or reduction. If money arrived, record the payment. If the debt becomes irrecoverable, use an approved bad-debt process rather than disguising it as payment. New Zealand Inland Revenue, for example, distinguishes an actual write-off from a provision and ties GST adjustments to the seller’s accounting basis; other jurisdictions have different conditions.
A practical correction workflow
- Stop sending reminders while you verify the issue.
- Save the original issued invoice and note the date the problem was found.
- Decide whether the transaction still exists, the amount changes, or only descriptive information changes.
- Check local invoice and tax rules for the required correction or credit document.
- Create the new record with its own date and number where required, and name the original invoice it corrects.
- Send the client a short explanation and the replacement document; say whether the old invoice should be disregarded.
- Update the invoice register and receivables balance without deleting history.
Example: a duplicated unpaid invoice
Invoice INV-2026-041 for $480 was emailed twice under numbers 041 and 042. Neither was paid. Keep both files. Mark 042 as cancelled in the register with the note “duplicate of INV-2026-041,” tell the client to disregard 042, and continue collecting only 041. If tax rules require a formal credit or cancellation document, issue that record and link it to 042.
The online generator prepares files but does not maintain a ledger, status or correction chain. Download a backup of any draft you need, and keep the cancellation note in your own register. Starting blank in the editor replaces the current draft after confirmation; it does not cancel a previously issued invoice.
Write a correction message the client can act on
Subject: Replacement for invoice INV-2026-041
Please disregard invoice INV-2026-041 sent on 3 October. The corrected invoice INV-2026-043 is attached and replaces it. The service date has been corrected; the amount and due date are unchanged. Please use INV-2026-043 as the payment reference.
Frequently asked questions
Can I delete an unpaid invoice?
Deleting an issued invoice can remove the audit trail. Keep the original and record the cancellation, correction or credit according to the rules that apply to you.
Should a corrected invoice use the same number?
Rules and accepted practices vary. Some corrections cross-reference the original and use a new document number. Check the requirements for your location and tax status.
Does starting a blank invoice in the generator cancel the old one?
No. It only replaces the current browser draft after confirmation. It has no effect on a file you already sent or on your business records.
References and scope notes
These sources support the specific points cited above. Country rules apply only in their stated jurisdiction and can change.
- New Zealand Inland Revenue — Credit and debit notesNew Zealand example of traceable supply-correction information and links to the original record.
- UK Government — Keeping VAT recordsUK example requiring records of cancelled or mistaken invoices; local correction and bad-debt rules vary.
- New Zealand Inland Revenue — GST guideCountry-specific bad-debt and later-recovery treatment; not a universal write-off rule.
How this guide was prepared
Invoice Template checks guidance against the behavior of our own templates and generator, uses official sources for legal or platform-specific facts, and labels jurisdiction-specific examples. We do not provide accounting, tax or legal advice.