How to edit invoices?

After creating an invoice, you may need to correct details whether it’s a pricing error, incorrect customer information, or missing tax details. 

In Wafeq, the steps you need to take depend entirely on the status of the invoice and its context - locked accounting periods, tax authority reporting, and payments.

In this guide, we’ll walk you through how to handle each scenario.

Scenario 1: The invoice is still in Draft status

If your invoice is still in draft status, you’re free to edit it as needed. You can update any detail; customer, line items, VAT, or invoice number.

Click on “Sales” from the main menu, then go to “Invoices”, Make sure the invoice you want to edit has the status “Draft”, and you are opening the "sheet" view then Click on "Click for form view" next to the needed invoice.

Edit any details you need—in this example, we updated the Customer—then Save to apply the changes.

The steps above apply when you're working from the sheet view.
If you're using the table view, simply click on the invoice row to open it, then click “Edit”, make your changes, and hit save as usual.

Scenario 2: Finalized Invoices

An invoice becomes "Finalized" once it has been issued and booked, this includes statuses like Partially Paid, Paid, and Voided.

Being finalized means the invoice is official, whether or not it has been sent to the tax authority.

In this guide, we’ll walk through what can still be edited on finalized invoices, and how, depending on a few specific conditions.

Condition 1: The invoice is in finalized status, not paid and not yet reported

If the invoice has not been reported to a tax authority, and has no payments applied, it is fully editable.

You can update customer, items, VAT, totals, prices, descriptions, and accounting classifications as if it were a draft.

This is allowed because there is no constraint from closed accounting, external reporting, or payment linkage.

Condition 2: The invoice is in finalized status and has been reported to a tax authority

When an invoice has been e-reported to a tax authority such as ZATCA Phase 2, core invoice content is locked to preserve compliance. However, several non-reported or internal fields remain editable.

What you can still edit

• Account classification for lines or revenue - the most important internal accounting control.
• Reference number or text.
• Project or similar internal dimension tags.
• Notes.
• Attachments.

Everything else stays locked

This is allowed because there’s no restriction from closed accounting periods (locked books), external reporting (data already submitted to a tax authority), or payment linkage (the invoice doesn’t have applied payments).

reported data must remain immutable for the authority. Internal bookkeeping context like account classification does not alter the reported data, so it can be updated.

How to edit it correctly?

If the invoice has already been finalized and either paid or reported to a tax authority, manual edits are not allowed, but you can follow these steps to make the necessary changes.

• Void the invoice

Click on “Sales” from the main menu, then go to “Invoices”. Make sure you're in “Table View”, then click on the sent invoice you want to edit it.

 

Click on “Void” again to Confirm.

• A Credit Note will be automatically generated and linked to the voided invoice and the status will turn into “Voided”.

• Create a new invoice with the corrected details

Click on “Sales” from the main menu, then click on the “+” sign next to “Invoices”, make any necessary edits, and then save it.

Condition 3 The invoice is in finalized status and has been (partially paid, paid, or voided) 

If payments are applied, You cannot edit or even void the invoice, to keep the ledger consistent with payments, so:

• Financial and structural fields are locked.
• “Notes” and attachments remain editable.

Final Notes

• Draft invoices can be freely edited.

• Finalized invoices can only be modified based on reporting and payment status.

• For reported invoices, always void and reissue to stay compliant.

• Be careful, you can't void a paid invoice.
  You'll need to unapply the payment first, after which it you can void it.

• Some fields can’t be changed after reporting—like totals, tax, and dates—to keep your records compliant with tax regulations.