Correct a closed invoice

Answer a voucher or rate change that reaches a closed invoice by revising it, billing the difference on a new document, or keeping it as billed.

For agency owners and admins Web app 8 min read Last updated October 20, 2026

What you'll learn

How to fix an invoice after its run closed, when a voucher or rate correction changes what it should have billed.
How to give an invoice a different number when it went out under the wrong one.

Before you start

The invoice's run is closed. See Close an invoice run.

Where differences come from

After the close, 2 kinds of change can make an invoice price differently from what it billed. Fluent leaves the invoice as it is and records the difference on it.

Voucher correction: Someone corrects the times or travel on a voucher for an appointment the invoice bills.
Rate correction: Someone saves a customer rate card from a date before today, on days the invoice covers.
Interpreter and partner rate cards: They price pay, so their corrections never reach invoices. See Correct a closed pay run.

Owners and Admins answer differences, revise invoices, and correct rates for past work.

Pick an answer

Each difference gets 1 of 3 answers. Pick by what the customer has received and paid.

Answer	What Fluent does	Pick it when
Revise	Adds a revision under the same number	The customer hasn't paid the invoice
New document	Drafts an invoice or credit memo dated today	It's paid, or QuickBooks shows a payment
Keep as billed	Bills nothing and records your reason	You won't bill or credit the difference

To give a customer money back on a closed invoice, use New document. It makes a credit memo when the difference is negative.

Answer when you save a voucher

When you correct a voucher on an appointment a closed invoice bills, Fluent asks before it saves. The "This changes a closed invoice" dialog shows each changed line before and after.

Under "Where does the $12.50 go?", select On INV-0042, as revision 2, On a new invoice · corrects INV-0042, or Keep as billed.
In Reason, enter why. Fluent shows it in the invoice's activity.
Click Save voucher.

Fluent saves the voucher and applies your answer. See Enter or correct a voucher.

If you picked a revision: Finish it from the invoice, as in Revise the invoice.
When the invoice can't be revised: The revision option is off and the new invoice is picked.

Correct rates for past work

When a customer's rates were wrong on days you already billed, save the right rates from the first day they apply. Fluent re-prices what's open and asks about what's closed.

Go to Billing › Rates, select Customer, and click the rate card.
Click Edit rates and change the prices or billing rules.
Under Effective from, select Another date, then select the first day the corrected rates apply.
Click Next. The "This correction reaches 3 invoices" dialog lists each invoice before and after.
In Reason, enter why. Fluent shows it in the rate history and on each invoice's activity.
If the correction reaches more than 1 invoice, enter CORRECT.
Click Save correction.

What happens next depends on the invoice.

Drafts: Re-bill.
Approved invoices in open periods: Re-bill and go back to review.
An invoice exported in an open period: Keeps its amounts until you click Undo approvals on it.
Closed invoices: Wait for an answer. A dialog says how many, and its Review button, such as Review the 3, opens them in Billing › Invoices.

Find invoices that need an answer

A difference nobody answered at save time waits on its invoice. Billing › Invoices lists every invoice with one.

Go to Billing › Invoices. A banner reads, for example, "3 invoices need a correction decision · +$37.50".
Click Review on the banner. Each invoice's Status reads, for example, "Voucher changed · +$12.50 to answer".
Click an invoice.

The strip: Above the invoice, it reads, for example, "This invoice now prices +$12.50 differently", with how many appointments changed and why.
Changed lines: Each keeps what it billed and has a Rate change or Voucher changed marker that says what moved.
One answer: One answer on the strip covers every open difference on the invoice.

Revise the invoice

A revision replaces the invoice under the same number, and the closed revision stays on record. The customer gets one corrected invoice.

On the strip, click Revise. The invoice becomes a draft revision priced at today's rates.
Make any other change the invoice needs, such as another voucher correction.
Click Approve invoice to approve the lines that changed.
In the "Finish revision 2 of INV-0042" dialog, enter a Reason.
Click Finish revision.

The invoice's Status reads, for example, "Revised Oct 20, 2026 · rev 2".

In QuickBooks: If QuickBooks holds the invoice, Fluent replaces it there under the same number. See Sync invoices to QuickBooks.
Exported before: If you'd exported the invoice before, the confirmation message offers Export revision 2.
Revise from Options: Click Options, then Revise invoice…, with or without a difference. That revision keeps the rates the invoice was billed under until you click Re-price at today's rates in the banner.
Throw a draft away: Click Cancel, then Cancel revision.

Bill the difference on a new document

A new document leaves the closed invoice as it is and bills the difference separately, as a credit memo when the difference is negative.

On the strip, click New document.
In the "Bill +$12.50 on a new document?" dialog, enter a Reason.
Click Draft document.

The draft opens, dated today, with the next invoice number. Approve it like any draft.

Its period: It joins the customer's current period, so it closes, exports, and syncs with that period's invoices.
How the two invoices read: The draft reads, for example, "Corrects invoice INV-0042 dated Sep 30, 2026", and the original's Status reads "Corrected on INV-0051".

Note: The new document's Note to customer starts with "Corrects INV-0042." and your reason, and it prints on the invoice. You can edit the note until its run closes or the document reaches QuickBooks.

Keep as billed

Keep as billed bills nothing and records the difference with your reason.

On the strip, click Keep as billed.
In the "Keep INV-0042 as billed?" dialog, enter a Reason.
Click Keep as billed.

The strip goes away.

To take the answer back, click View activity and click Undo under that entry. The difference waits on the invoice again.

Answer many invoices at once

A rate correction can leave many closed invoices waiting. Answer all of them with one reason.

Go to Billing › Invoices and click Review on the banner.
Click Keep all as billed or Draft documents for all.
In Reason, enter why. Fluent records it on each invoice.
Click Keep all as billed or Draft the documents.

The confirmation message says how many invoices were answered. After Keep all as billed, click Undo on that message to take back the whole batch.

Important: A bulk answer covers every invoice in your agency that needs a decision, not only the ones on screen.

Invoices with a revision open are left out, and Revise is never a bulk answer.

See earlier revisions

Each closed invoice keeps every revision and every answer, with its reason.

Open the invoice and click View activity.
Next to an earlier revision, click View to see the invoice as it was, then Back to current to return.
To bill an earlier revision again, click Restore next to it, then Restore as a draft.

A restore opens a new draft revision priced as the earlier one. Finish it as in Revise the invoice.

A line today's vouchers or rates can't reproduce keeps today's figures and says why.

Renumber an invoice

When an invoice went out under the wrong number, give it another one. When QuickBooks holds the invoice, its number changes there too.

Open the invoice, click Options, then Renumber….
In New number, enter the number.
Click Renumber.

Fluent confirms, for example, "INV-0042 is now INV-0045." The activity records the change.

A number already in use: A number another invoice uses in Fluent or QuickBooks is refused.
A number at or above your next invoice number: It moves the next number past it.
A paid invoice: It keeps its number.

Rules and limits

Fluent never changes a closed invoice on its own and doesn't reopen a closed run.
An invoice has 1 open revision at a time, and a revision must change at least 1 line before you can finish it.
Closing the invoice review during a revision cancels it. Fluent asks first if you changed anything.
Once a credit memo corrects an invoice, the invoice can't be revised.
A new document can't be undone or deleted. Only Keep as billed answers can be undone.
A later change to an appointment you already answered for is asked on the original invoice, and only the new part is billed.

Troubleshooting

Revise isn't offered on the invoice

The invoice is marked paid, or QuickBooks shows a payment on it. Click New document instead.

If it was marked paid by mistake, undo the paid marker first, as in Track invoice payments, then revise it.

Revise says the invoice "has a credit memo"

A credit memo already corrects this invoice, and a revision would bill the same work twice. Answer with New document or Keep as billed.

"Revision 2 can't replace the copy"

QuickBooks recorded a payment on the invoice after you started the revision. Click Cancel revision, then answer with New document.

The difference came back after a revision

You canceled a revision: Every difference it held comes back. Answer again.
You finished a revision at the billed rates: Any rate difference stays open. Answer again, or click Re-price at today's rates before you finish.

I drafted a new document by mistake

The web app can't undo or delete a new document. Don't approve or export it, and Contact support with its number.