Correcting and re-issuing an invoice

Spotted a wrong rate, a typo, or a missing cost item on an invoice you already exported? TimeBill's approach is to regenerate the invoice with the exact same invoice number: the archived record in the Invoice Vault is then replaced in place (new content, dates, and totals) while its paid status is preserved.

Re-issue the invoice

1. Fix the underlying data first (task times, rates, cost items, customer address, or your company details).
2. Open the project and click Generate Invoice.
3. Set the prefix and the counter stepper so the Invoice Number matches the invoice you are replacing exactly. Only an exact match replaces the record; anything else creates a new invoice (and a blank number always archives as a new entry).
4. If the original tasks are already marked billed, enable Include Already Billed Tasks so they are included again. Without it, already-billed work is left off the new version.
5. Adjust any details in the sheet, then click the export button.
6. Check the result in the vault. The preview refreshes automatically, and the replaced invoice keeps its paid/unpaid state.

Watch out for these

• The counter moves on. After every successful export the 6-digit counter increments from the number you just used. If you dialed it back to re-issue an old invoice, check the Invoice Number before your next regular export so you don't accidentally reuse a number that already exists.
• Double-billing risk. Include Already Billed Tasks exists precisely for re-issuing, but if you leave it on for a normal invoice, previously invoiced work is billed again. Turn it back off afterwards.
• No history of the old version. Replacing is destructive: the previous file's content is not kept. If you need the old version for your records, select it in the vault and use Re-export to save a copy before regenerating.
• The replacement is per project. Re-using a number only replaces the vault record of the same project.

XRechnung corrections

A formal XRechnung invoice correction should reference the preceding invoice. TimeBill cannot include that reference yet, and shows an advisory warning for such exports. The practical route is the same as above: regenerate with the same invoice number with Include Already Billed Tasks enabled, and upload the replacement to the portal. See XRechnung for German public-sector clients. If your buyer insists on a correction document that references the original invoice, you may need to clarify the procedure with them, or contact support to tell us you need this feature.

Related

Billing states (unbilled → billed → paid) and how re-billing affects them are explained in Unbilled, billed, and paid: how billing states work.