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Creating Billing Adjustments

Correct errors on finalized invoices without voiding the original

Mistakes happen — a rate was wrong, hours were overstated, or a client disputes a line item. Since finalized invoices are locked (by design), you can't just edit them. Adjustments let you issue a credit or add a charge against a client's account without breaking your audit trail.

When to Use Adjustments

  • Rate corrections — You billed at the wrong hourly rate and need to credit the difference.
  • Disputed charges — A client disputes specific line items and you agree to reduce the amount.
  • Missed charges — You forgot to include an expense or service on a finalized invoice.
  • Write-offs — You're writing off an unpaid balance.

Creating an Adjustment

  1. Go to Billing > Adjustments.
  2. Click Add Adjustment.
  3. Select the client.
  4. Enter the adjustment amount — use a negative number for credits (reducing what the client owes) and a positive number for additional charges.
  5. Add a description explaining the adjustment (e.g., "Rate correction for June hours — billed at $150/hr, should have been $125/hr").
  6. Click Save.

Where Adjustments Appear

Adjustments show up in the client's billing history and on Client Statements. They're also reflected in Billing & Invoice Reports, so your revenue totals account for credits and additional charges.

If you send the client a statement, the adjustment appears as a separate line item with your description, so the client can see exactly what was changed and why.