Once an invoice has been issued, recorded or receipted, its items, amounts and tax fields lock. Which of these applies to you, and how to get past it, depends on exactly what has happened to the invoice so far.

To change a locked field you unwind whatever has been recorded against the invoice, make the correction, then put the record back. Start by checking what's actually been recorded against the invoice under Payment → Invoices. Then do only the steps below that match.

Before you unrecord anything, confirm the artist hasn't already been paid out against this invoice. Unrecording doesn't reverse a payout, and the quickest way to double-pay an artist is to unwind a record while a payout is already in flight — check the Settlement tab first.

If the payment came through Stripe or PayPal, this route doesn't apply — that invoice can't be voided and the payment can't be refunded from inside Gigwell. See the next section.

A paid invoice can't be voided — only refunded. There's one exception, and it depends on how the payment was taken. Open the booking, go to the Payments tab and open Invoices, then look at how the payment against the invoice was taken.

The payment was recorded manually — someone in your team marked the invoice as paid, for example after a bank transfer or a cheque. You can unrecord it and then void the invoice.

The payment came through Stripe or PayPal — your buyer paid through the processor. This invoice cannot be voided, and it cannot be refunded from inside Gigwell.

Unrecording a manual payment doesn't move any money. It only changes what Gigwell has on record, which is what unlocks voiding.

If an invoice has gone out with something wrong on it, you void it and create a fresh draft.

Your corrected invoice gets a new number. Numbers are never reused, so the voided one stays visible in your records as a cancelled invoice — which is what you want for your audit trail. Tell your buyer the old invoice is void when you send the replacement, so they don't pay the wrong one.

If the invoice is still a draft — no number, no issue date — you don't need to void anything. Just delete the draft, fix the Terms tabs, and create it again.

Expenses lock once an invoice is recorded. That's deliberate — it keeps a recorded invoice matching what your buyer was actually sent. It also means you can't edit those expense figures yourself once the invoice is recorded.

Start a chat from the messenger and we'll unlock them for you. To get it done in one pass, have this ready:

Once the expenses are unlocked, you make the corrections yourself under Terms → Artist Expenses, then reissue the invoice if your buyer needs an updated copy.

If the invoice hasn't been paid, there's a self-serve route instead: void it, correct the expenses under Terms → Artist Expenses, and issue a replacement. If a payment has already been recorded against the invoice, see "Can I void an invoice that's already been paid?" first.

Changes made to expenses on the Terms tab after an invoice is recorded don't flow back into that recorded invoice — the invoice has to be corrected directly or reissued. The habit that avoids all of this: enter every billable expense under Terms → Artist Expenses, with receipts attached, before you click Create Invoice.

Tax and withholding fields lock as soon as an invoice references them. If the Tax bracket on your Artist Fee or Booking Fee line is greyed out or silently reverts when you save, there is a draft, created or paid invoice pointing at that component. First check the invoice's state on the Payments tab, then follow the matching route.

After any of these, regenerate the document from Payments → Edit invoice → Create New Draft, or via Buyer tab → Update Booking. Tax and withholding cannot be added to or removed from an invoice once it has been created — the zero-out step is the only unlock. If several invoices reference the same component, each one holds the lock; clear them all before the field frees up.

Tax cannot be added to an invoice once it has been created; the fields lock at that point. What you can do depends on where the invoice has got to, so check its state on the Payments tab first, then follow the matching route.

Once the tax is set, regenerate the document from Payments → Edit invoice → Create New Draft, or via Buyer tab → Update Booking. Setting the Tax bracket to exclusive adds the tax on top of the line, so the buyer pays more than the guarantee; setting it inclusive carves it out of the guarantee instead, so the buyer pays the same total. Which of those matches what you actually agreed is worth checking before you reissue — the Guarantee field itself never changes to include exclusive tax, which is expected.

Tax and withholding can't be added to or removed from an invoice once it has been created — the fields are locked. Open the booking, go to the Payments tab and open Invoices, and look at the invoice number and issue date.

Both blank — it's still a draft. Nothing is locked yet.

It has a number and an issue date — it's already created. The tax and withholding fields are locked, but you can unlock them.

The cleanest habit is to set withholdings, taxes and expenses on the Terms tabs before you create an invoice, or to edit the draft before recording it.

If the fields stay locked after you've unwound everything, or the invoice has a payment recorded against it that doesn't fit any of these routes, start a chat from the messenger with the booking and invoice details and we'll take a look with you.

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To modify a preexisting invoice, go to the Payment > Invoices section within the booking, and locate the Edit button.

Please note that if you are unable to find the Edit button, it is likely because your invoice has already been marked as paid. To make changes, you will need to first undo the recorded payment.

The Items tab of the Edit window will allow you to add/remove items from your invoice, and/or adjust the amounts:

Within the Edit window, the Settings tab grants you the ability to modify various aspects of the invoice. This includes changing the invoice template, adjusting the due date, managing payment settings, customizing the invoice ID, and editing the invoice title.

Additionally, you have the option to create a new draft from this location.

In the Edit window, the Messaging tab allows you to make adjustments to the Payer contact information and the message accompanying the invoice. Furthermore, you have the option to include a CC'd recipient from this section.

Once you finish editing the invoice, hit the Save, or Create New Draft button.

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If you need to unrecord a payment that was previously applied to an invoice, you can easily do this from the Invoices tab.

To unrecord a payment, go to Payment > Open the Invoices tab. Here you'll find an Edit Recorded Payment button that you'll need to select.

A pop-up window will appear with the option to click an Undo Recorded Payment button.

Once you have clicked the Undo Recorded Payment button the payment will no longer be applied to the invoice and you can begin the process of re-recording or editing the invoice if you wish.

You can edit invoices by opening the invoice and clicking "Edit". Once you click "Edit" you will find three buttons in the top menu:

Here you can edit the invoice amount. This includes the total cost, any credits or discounts given, and the payment due. It can be adjusted as an amount or a percentage of the invoice.

You can also update certain settings in the invoice. This includes things like the due date, template, and the ability to create a new invoice draft.

You can also update Payer and invoice details such as name, email, VAT ID, address, custom message, and more.

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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.