A wrong amount, a missing Task, a duplicate, or an invoice marked Paid too early: each has a fix, and the right one depends on the invoice's status. This article shows which fix to use, so your freelancer gets paid the right amount and your records stay accurate.

Who can do this: Team members whose role gives them access to the invoice. Rejecting needs Can reject Invoices. Undo reject needs Can undo invoice rejection. Administrators have it; other roles don't until an administrator adds it. Mark as unpaid and Delete are for administrators only.

Availability: Every account. Some steps differ for accounts that use Worksuite Global Pay, as noted below.

Your workspace may use different names for Invoices, Tasks or Contracts.

TABLE OF CONTENTS

Pick the right fix

Invoice statusWhat you can do
NewEdit it.
ApprovedReject it, undo the rejection, edit it, then approve it again.
Scheduled (Global Pay)Click Unschedule to move it back to Approved, then follow the steps for an approved invoice.
Processing or In-Flight (Global Pay)Contact Worksuite Support.
PaidWithout Global Pay, mark it as unpaid. With Global Pay, contact Worksuite Support.
RejectedUndo the rejection and edit it, or delete it if it isn't needed.

Edit a New invoice

To edit an invoice:

  1. Go to Invoices → All Invoices and open the New invoice.
  2. Click Edit. The Edit Invoice window opens.
  3. Make your changes.
  4. Click Save Invoice.

The invoice stays New, with your changes, ready to approve.

To link a Task that was created after the invoice: click Make Live on the Task first, then edit the invoice and select the Task. This keeps one invoice instead of a rejected one and a copy. Fields that fill in from the Task only fill in when the invoice is created from the Task. If you need those fields, ask your freelancer to create the invoice from the Task instead.

Invoices created from a timesheet or a Contract: you can't change the freelancer, currency or Task on these invoices. You also can't add or remove line items, or change their quantity, price, tax or deduction.

Correct an approved invoice

You can't edit an approved invoice, for example to change its due date. Move it back to New first.

Important: If the invoice was created from a timesheet, rejecting it also rejects the timesheet, and you can't undo the rejection. Your freelancer will need to resubmit the timesheet. Your freelancer also gets an email when you reject an invoice, so let them know it's a correction.

To correct an approved invoice:

  1. Open the invoice and click Reject. Add a note if you like, and confirm.
  2. Click Undo reject, then click Undo reject again to confirm. The invoice moves back to New.
  3. Click Edit, make your changes, and click Save Invoice.
  4. Click Approve.

The invoice is approved with the corrected details and keeps its original invoice ID. With Global Pay, schedule it again.

Team members can't edit a Rejected invoice. Only the freelancer can. If you don't have Undo reject, ask an administrator to do step 2, or start fresh: reject the invoice, open the three-dot menu, and click Duplicate. Edit the copy and save it. Duplicate isn't available for invoices created from a Contract.

Reverse an invoice marked Paid by mistake

If your account doesn't use Global Pay (administrators):

  1. Open the three-dot menu at the right of the Paid invoice.
  2. Click Mark as unpaid, then click Mark as unpaid again to confirm.

You'll see "Invoice marked as unpaid successfully." The invoice moves back to New. Approve it again when it's ready.

If your account uses Global Pay: you can't reject or unmark a Paid invoice yourself. Contact Worksuite Support with the invoice ID. Once Support moves it back, approve and schedule it again.

Delete an invoice created by mistake

Important: Deleting can't be undone. The invoice, its ID and its history are removed. If the invoice still needs to be paid, correct it instead.

Administrators can delete invoices that are New, Approved or Rejected. You can't delete an invoice that's scheduled or paid, is linked to a timesheet, is bundled with expenses, or was created from a Contract.

To delete invoices:

  1. Go to Invoices → All Invoices.
  2. Select the invoices you want to delete.
  3. Click Delete, then click Yes, delete.

The invoices disappear from the list. If an invoice can't be deleted, the window lists it and the reason.

Replace or add the invoice file

You can change the file while the invoice is New:

  1. Open the invoice and click Edit.
  2. In Attachment, remove the old file and upload the correct one.
  3. Click Save Invoice.

For an approved invoice, move it back to New first (see "Correct an approved invoice"). If you don't see Attachment in the Edit Invoice window, your account hides it for team members. An administrator can change this in Settings → Invoices → Invoice template (Hide attachment section for Teammates). If you still can't change the file, contact Worksuite Support with the invoice ID and the correct file.

Why invoices show different company names

The Bill to details on an invoice PDF come from the entity on the invoice: the company name, address, registration number and tax ID. The entity normally comes from the invoice's Contract, so Contracts set up with different entities show different names. To check which entity a Contract uses, open the Contract details. If a Contract has the wrong entity, contact your Business Solutions Architect or Worksuite Support.

Invoice currency

An invoice's currency comes from its Task or Contract. It doesn't follow the currency of your freelancer's bank account. If the two differ, the payment is converted at payout and your freelancer may pay a conversion fee. See Foreign Exchange (FX) and Worksuite.

Before you create invoices for someone, check the currency of their payout method. Some accounts also show a note in the Approve window when an invoice's currency differs from the freelancer's bank details. If an invoice was created in the wrong currency, reject it and create one in the right currency.

"Contract Budget(s) exceeded" when you approve

You'll see "Error: Contract Budget(s) exceeded" when the invoice is more than the budget left on its Contract.

  1. Check that the invoice is on the right Contract and purchase order.
  2. If it's on the right Contract and the Contract is still active, increase the Contract budget with Change Contract, then approve the invoice.
  3. If the Contract has ended or was cancelled, it can't be changed, including its budget. Reject the invoice and have it created on the correct Contract, or on another Contract.

Still stuck?

Contact Worksuite Support with the invoice ID, its status, and what you need to change.

Support/Resources

Still have questions about correcting or removing invoices? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.