If an invoice was generated, sent, and paid at an incorrect price, you may need to adjust the total to reflect the true cost of the service. Instead of deleting the entire invoice and starting over, you can adjust the balance by temporarily removing the existing payment, updating the price, and then putting the payment back.


Here is the best workflow to correct a undercharged invoice so you can collect the remaining balance.


The Correction Workflow

To show a customer the true total amount of a service while leaving an open balance for the difference, use the following steps:


Step 1: Delete the Incorrect Payment

Before you can edit the dollar amount on an invoice, you must first remove any existing payment applied to it.

  1. Open the customer's account and locate the specific invoice on the Invoices tab or search for the invoice on the Active Invoices page.
  2. Scroll to the Recorded Payments section towards the bottom of the invoice.
  3. Click the red Trash Can button next to the payment transaction.
    (Note: This does not refund the customer's credit card; it simply detaches the payment record from this specific invoice so you can make edits).


Step 2: Edit the Invoice Amount

Now that the invoice is temporarily marked as unpaid, you can change the price to what it should have been.

  1. Click on the invoice number to Edit invoice.
  2. Update the line item price to the correct, full service amount (e.g., changing it from $28.50 to $82.00).
  3. Save your changes.


Step 3: Reapply the Original Payment

Finally, log the initial payment back onto the newly adjusted invoice.

  1. Click Record Payment on the invoice.
  2. Input the exact amount the customer originally paid (e.g., $28.50).
  3. Select the original payment method and save.


The Final Result

Following this process ensures your records stay perfectly accurate:

  • The invoice will now display the Full Correct Price (e.g., $82.00).
  • It will show the Partial Payment already received (e.g., $28.50).
  • It will automatically leave a Remaining Balance Due for the exact difference (e.g., $53.50).


You can now safely email the updated invoice to the customer. They will see exactly what they initially paid, why there is a remaining balance, and can click the link to pay the outstanding difference online.


Alternative Option: If you prefer not to alter the original invoice layout, you can leave it as-is and simply create a brand-new, standalone manual invoice labeled "Service Balance Adjustment" for the remaining amount. However, the reapplication method above is recommended as it keeps all history tied to a single job.


Need hands-on assistance adjusting a specific invoice balance? Please reach out to Spraye Support and we can walk you through it!