It's possible to create invoices for a booking, but later find that some fee needs to be reduced. There are a few situations in which this might happen: the guarantee is reduced, one of the artist cancels, or maybe you create separate invoices for your booking fee and the artist fees, and your booking fee needs to be adjusted after being invoiced. In these situations, you should first make the appropriate changes on the Terms tab.

If something has been over-invoiced, you'll see a warning on the Invoices tab.

The recommended path forward is to

The Payment Plan will suggest the proper invoice to create for your situation. If you simply need to create new invoices with correct amounts, the Payment Plan will suggest those. If a refund for a $100 needs to be issued or if money needs to be adjusted between Artist A and Artist B, the Payment Plan will suggest that as well.

If you don't want to delete/void outstanding invoices, you can Edit the amounts on the invoices that the over-invoiced items are on. The over-invoiced items warning displays which items are over-invoiced and how much of the item is billed on which invoices.

You can now go to these invoices, click Edit

and adjust the amounts on the Items tab.

Let's say that in this case you wanted to adjust the $425 deposit down to $212.50.

2. Edit its amount down to $212.50 and Save the invoice

3. A new invoice draft with the new amount will be available. Click Resend to send the new invoice to the payer.

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This message appears when a booking's invoice distribution — how the invoice value is allocated across the agents on the deal — no longer adds up. It's most often triggered by an agent being added to or changed on the booking after invoices were already issued.

This isn't something you can clear from the booking yourself, and deleting the line won't work no matter which way you come at it. Start a chat from the messenger and we'll correct the distribution for you. Have this ready: which booking it's on, whether an agent was recently added to, removed from or changed on the booking and roughly when, which agents should be on the booking and how the invoice value should split between them, and whether any invoices on the booking have already been sent or paid.

The invoices themselves are usually fine — it's the allocation behind them that's out of step, so your buyer isn't seeing anything wrong. Don't void and reissue invoices to try to clear the message; it won't fix the distribution, and you'll have created extra cancelled invoices for no gain.

This error usually appears when you were changing something else entirely — a date, a contact, an expense — and it's confusing because you weren't touching the booking fee at all. The save is trying to rewrite a fee line that an issued invoice has locked, so the whole save is refused.

Voiding an invoice changes your invoicing and reporting records, not just this booking — the invoice number is spent and anyone who already received it will have a document that no longer matches. Only do it if that invoice genuinely needs to change.

If the invoice has been recorded or paid, don't void it to clear the error. A recorded or paid invoice can't simply be voided, and money already received has to be accounted for. Start a chat from the messenger with the booking details and we'll work out the right sequence with you.

Issued invoices and fully executed contracts lock parts of the Terms tab. If a save is refused and you can't see why, check both before changing anything.

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If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.