--- title: "Edit Invoice Screen Reference" slug: "edit-invoice-screen-reference" tags: ["Language - English", "Area - Invoicing", "Industry - Landscaping", "Type - Reference", "Role - System Admin", "Role - Branch Admin", "Role - Operations Manager", "Role - Branch Manager", "Skill Level - 1 (Beginner)"] updated: 2026-07-15T18:38:25Z published: 2026-07-15T18:38:25Z canonical: "guide.youraspire.com/edit-invoice-screen-reference" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt > Use this file to discover all available pages before exploring further. # Edit Invoice Screen Reference The *Invoice* screen allows you to review or if you have *Edit Invoice* permission, edit invoices for billing customers. If you do not have the *Edit Invoice* permission, the fields on the screen are read-only. Invoices are typically sent out in batches from the [*Batch* screen](/batch-screen) but can be individually printed or sent from the *Invoice* screen. you can access the *Invoice* screen from the following locations: 1. Clicking on an *Invoice* in the list on the *Batch* screen 2. Clicking on an *Invoice* in the list on the *Invoices* screen 3. Clicking on an *Invoice* in the list on the *Report | Transaction List* screen accessed by hovering over the *Reports* icon on the *Opportunity* screen and choosing the *Transaction List* option 4. *New Misc. Invoice* option in the [*Quick Menu*](https://guide.youraspire.com/docs/introduction-to-the-aspire-platform#2-the-quick-menu) in the *Aspire Navigation Bar* Note that the details section of the invoice is conditionally displayed as described in the table below. Also, depending on the *Receipt Status*, some fields may be read-only or allow updating as described in the field descriptions below. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1679599485895.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)                                                                                             | **Screen Element** | **Description** | | --- | --- | | Billing Contact/Company | The customer billing contact is responsible for paying the invoice. The company hyperlink is displayed in small font underneath the contact field. Click on the icon of the contact card to be directed to the contact detail page. | | Billing Address Line 1 / 2 | The billing address for the customer’s responsible billing party. When you select a billing contact, Aspire automatically fills these fields. U.S. and Canadian users can also use Google Places autocomplete: start typing and select a suggestion to populate all address fields (line 1, line 2, city, state/province, ZIP/postal). The fields remain editable after autofill. Keyboard tabbing moves vertically down each column before advancing to the next. | | Billing City | | Billing State | | Billing Zip | | Property Name | Read-only. Displays the name of the property based on the opportunity linked to the invoice. Select the building icon to open the property overview screen. | | Property Street Address | Read-only. Address of the property. | | Property City/State/Zip | | Billing Status | Read-only. Status can be one of the following: 1. **Draft** – The invoice has been created but has not yet been sent. Aspire will still allow line items to be added to the invoice and allow you to change the payment terms for the invoice or the invoice date. 2. **Sent** – The invoice batch has been completed and the invoice has been sent to the customer (hard copy sent or emailed). Aspire will no longer allow line items to be added to the invoice or any changes on the invoice screen to be saved – the *Save* button is disabled. Note: The *Invoices screen* provides two status fields that can be displayed: *Email Status* and *Status*. The *Status* field on the *Invoices Search List* equates to this field. The *Email Status* field communicates the progress in process of emailing an invoice (Pending > In Queue > Sent). Invoice emails are not generated and sent until the invoice batch has been completed. | | Date | Allows you to specify the date of the invoice. | | Rebilled Date | Read-only. The Rebilled Date displays the date when the Reverse and Rebill action was performed. This date is visible on both the reversed invoice and the rebilled invoice. Only available for invoices that have undergone the reverse and rebill process, provided all services are Fixed Price Open Billing (FPOB).Note: The Rebilled Date differs from the Date field in the invoice. The Date field retains the original invoice date, linking all subsequent transactions to the initial invoice. | | Terms | Allows you to specify payment terms that are different from those agreed to for the property. | | Tax Jurisdiction | This field allows you to override the property’s tax jurisdiction for the invoice. The field is only enabled until you submit the batch. Thereafter, the field is read-only. When you update the tax jurisdiction for the invoice, the sales tax reflected on the invoice is immediately recalculated based on the tax percentages for the newly selected tax jurisdiction. Based on the quantity and unit price, Aspire calculates the extended price for the line item and updates the total amount on the invoice. The adjusted tax amount is reflected in the following locations: 1. Drill downs for the *Tax Entity* *Report* 2. *Invoices Search List* screen 3. *Process Electronic Payments* screen 4. *Batch* screen Due to complexities around calculating tax for some invoice types, Aspire only allows the tax jurisdiction to be overridden for certain invoice types as identified in the following table. If the invoice tax jurisdiction cannot be changed, the *Tax Jurisdiction* field is disabled. \| **Invoice Type** \| **Override Allowed?** \| \| --- \| --- \| \| WO Fixed Priced Open Billing \| No \| \| WO Fixed Price on Payment Schedule \| No \| \| WO T&M per Service \| No \| \| WO Fixed Price on Completion \| Yes \| \| WO T&M On Completion \| Yes \| \| Contract Fixed Payment \| Yes \| \| Contract Per Service \| Yes \| \| Contract T&M \| Yes \| | | **Invoice Type** | **Override Allowed?** | | WO Fixed Priced Open Billing | No | | WO Fixed Price on Payment Schedule | No | | WO T&M per Service | No | | WO Fixed Price on Completion | Yes | | WO T&M On Completion | Yes | | Contract Fixed Payment | Yes | | Contract Per Service | Yes | | Contract T&M | Yes | | Rebilled Invoice | Read-only. Displays the invoice number for the rebilled invoice linked to this reversed invoice (e.g., 1234.002). Select the link to open the rebilled invoice. Only available for invoices that have undergone the reverse and rebill process, provided all services are Fixed Price Open Billing (FPOB). | | Reversed Invoice | Read-only. Displays the original invoice number for the invoice reversed in a closed month (e.g., 1234). Select this link to open the original invoice, allowing quick access to its original details before reversal and rebill actions were applied. Only available for invoices that have undergone the reverse and rebill process, provided all services are FPOB. | | Billing Contact Updated After Email Sent | Read-only checkbox. When you change the billing contact for a property from the *Property Overview* screen or the *Property* screen, Aspire prompts you to allow an update of the billing contact on all opportunities for the property and all open invoices for the property. If you choose to update the billing contact for open invoices, this checkbox is enabled letting you know that the billing contact changed since the invoice was sent. you may want to resend the invoice to the new billing contact. | | Notes | This section provides quick access to key internal notes related to billing and customer accounts: - **Invoice notes** are added per invoice and display only if the selected invoice layout includes them. These can supplement or override the opportunity-level notes. - **Opportunity invoice notes** let you reference invoice notes defined at the opportunity-level. These carry over to all invoices generated from the opportunity unless overwritten and may display on the printed invoice, depending on the layout. - **Statement notes** display on customer statements if supported by your layout, useful for account-level reminders or payment terms. | | Add T&M Line Item Icon (+ icon in the QTY column next to the invoice line item) | For T&M invoices, while the invoice is still in the *Draft* status, clicking this icon adds a T&M line item to the invoice. Once the item is added, you can specify the following information for the newly added line item: 1. Quantity 2. Item Type – Labor, Material, Equipment, Sub or Other 3. Description – Free-form 4. Unit Price Based on the quantity and unit price, Aspire calculates the extended price for the line item and updates the total amount on the invoice. | | Add Invoice Line Item | Allows you to add a line to the invoice providing a fixed list of available options: - Bounced Check - Clean up A/R - Finance Charges - Late Fees - Miscellaneous - Offset A/R Credit (Refund Customer) When you add an item in this manner, Aspire allows you to enter a dollar amount which is added to the total amount for the invoice. “Clean Up A/R” and “Refund Customer” options are designed to represent an offset for a *Miscellaneous Credit*. Therefore, the value will be entered as a positive number. You will normally add these line items to miscellaneous invoices that will not be sent to the customer – their purpose is purely to offset the credits for accounting. | | Delete T&M Line Item Icon | Allows you to delete the associated line item from T&M invoices. Removing the line item removes all associated dollar amounts. | | Payments Section | This section allows you to view the payments that have been received and allocated to the invoice. | | Electronic Payments Section | The *Electronic Payments* section is only available for invoices that were paid electronically. It provides the *Invoice Electronic Payments Search List* that shows both the successful and unsuccessful electronic payments that were attempted or made on the invoice. | | Email Section | This section allows you to view a list of emails that have been sent with the invoice. Clicking an item in the list displays the email on the [*Email* screen](/email-screen). | ### Menu | **Menu Option** | **Description** | | --- | --- | | Print Invoice… | This option allows you to print the invoice. When you choose this option, Aspire displays the Report Settings screen that allows you to select the report layout and export type. Valid export types are PDF, Excel Spreadsheet, HTML, PNG, Mht, RTF, and Text. If you do not have Choose Report Export Type permission, you will only be able to export to PDF. Invoice layouts are commonly established with input by the AspireCare team during system setup. **Publish Invoice in Customer Portal:** Select this option to publish the invoice to the Customer Portal, replacing the last invoice published there. | | Email Invoice… | This option allows you to email the invoice as a PDF attachment. When you choose this option, Aspire displays the *Bulk Email Invoice* screen that allows you to select the email parameters and report layout. **Publish Invoice in Customer Portal:** Select this option to publish the invoice to the Customer Portal, replacing the last invoice published there. | | Add Credit Memo… | ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1628166950268.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A06%3A21Z&se=2026-11-13T11%3A06%3A21Z&sr=c&sp=r&sig=1V4tEwSJTdSNPA3L29u5LXTES%2BPnsk175gJbtwH5Jd0%3D)This option is only available for invoices that have been sent. When the *Add Credit Memo* option is selected, Aspire displays the *Add* *Credit Memo* dialog (right) to collect the key information before displaying the *Credit Memo* screen filling in the specified values including the allocation of the credit memo to the invoice. Note that the following fields are additionally filled in on the *Credit Memo* screen based on the invoice: Billing Contact/Company, Branch, Property, and Address. The display of the *Credit Memo* screen allows you to complete the creation of a credit memo to be applied to the invoice. | | Delete Invoice… | Delete the invoice and removes it from its batch. | | Void and Reset… | This option allows you to reset the invoice as if it had not been sent putting it back into the *Draft* status. The option is only available if the status of the invoice is *Sent*. If the invoice was the only invoice in a batch, the batch is reset as if it had not been sent so that you can complete (or re-complete) the batch when necessary. If there were other invoices in the batch, the invoice is removed from its original batch, and a new batch is created to contain the invoice. The newly created batch is ready to be completed when appropriate. This option is displayed if you have *Modify Sent Invoices* privilege. This option might be used if you had printed an invoice batch to send, and then discovered it was necessary to pull one of the invoices to hold for a while and mail the rest. | | Process Electronic Payment | This option is only available if you have the *Process Electronic Payments* permission and if the [*Customer Electronic Payment Processing* feature](https://guide.youraspire.com/docs/electronic-payment-screen) has been enabled. If you choose this option, Aspire displays the *Process Electronic Payment* screen. | | Reverse and Rebill | Requires the [**Reverse and Rebill FPOB Invoice in Closed Months** role permission](https://guide.youraspire.com/docs/defining-role-permissions-in-aspire). Use the **Reverse and Rebill** option to adjust Fixed Price Open Billing (FPOB) invoices in closed months. Selecting this option redirects you to the [Invoice Schedule of Values screen](https://guide.youraspire.com/may-2021/docs/creating-initial-invoice#), allowing edits to the **Amount this Invoice** field. Once confirmed, the system voids the original invoice, creating a reversal entry with a unique identifier (e.g., 1234.001) and generates a rebilled invoice (e.g., 1234.002) in the current period. Upon confirmation, Aspire redirects you to the [Batch screen](/user-guide/docs/branch-screen) for completion as usual. The system visually distinguishes reversed and rebilled invoices in both the interface and reports. You can use the **Reverse and Rebill** option multiple times if a client requests further changes to invoices in closed months, however, the function applies only to FPOB invoices; invoices with T&M services are excluded. | | Delete Invoice | Delete the invoice and remove it from its batch. When used on FPOB invoices with a reverse and rebill record, a confirmation modal will display, explaining that the current month's open invoices will be voided, and the original invoice reinstated to its previous amount. Select **Continue** to proceed. | [Invoice Schedule of Values screen](https://guide.youraspire.com/may-2021/docs/creating-initial-invoice#)