🕰️ Est. Time: 5 minutes
🎯 Goal: Understand what’s possible at each invoice stage, and how changes affect your client, reports and accounting package
🔑 Requirements: Access to "View Financials" settings
Even after an invoice has gone out, there are plenty of ways to manage your invoices and keep records tidy.
💼 Invoice statuses
In Streamtime, invoices move through a few key stages.
Draft
When you create an invoice in Streamtime, it starts in Draft status. This means that the invoice hasn't been sent to the client yet, and you can still make changes to it.
Awaiting payment (approved)
The invoice has been sent to your client via Streamtime, manually marked as sent, or copied to your accounting package. You can no longer edit the original invoice, but you can manage payments and duplicate/void it if you need to make any changes.
Paid (approved)
Full payment has been recorded against the invoice. It behaves the same way as an awaiting payment invoice in terms of what you can and can’t edit.
Voided
The invoice has been cancelled, but kept on record so you can see what was originally issued. Void invoices are no longer valid for your client, and their numbers can’t be reused. You can still duplicate voided invoices for ease of reissuing as needed.
💰 Draft invoices
You can freely edit draft invoices because they haven't been shared externally.
Editing draft invoices
To edit an invoice, simply click into the relevant field to make the necessary changes.
If your invoice is in Preview mode, you'll need to hit the Edit button first.
Deleting draft invoices
Deleting removes an invoice completely from Streamtime.
Draft invoices can be deleted because they’ve never been sent or copied to an accounting package. Once deleted:
The invoice no longer appears in your lists or reports.
The invoice number can be reused later, as it was never officially issued.
Once an invoice has been sent or copied to your accounting package, it can’t be deleted; it can only be voided.
✅ Approved invoices
Approved invoices (anything that’s awaiting payment or paid) are locked so that you keep a clear historical record of what was issued.
Editing approved invoices
As approved invoices are locked, you can duplicate them, make edits on the new copy, then void the old one if needed.
To duplicate, open your invoice, click on the ⋮ three-dot menu in the top right, and select Duplicate. All line items, rates and settings will be copied over to the new invoice. The new invoice will:
Use today’s date as the issue date
Reset the due date to your default payment terms
Leave the invoice number blank so you can assign the next number (or override it with a variation of the original invoice number)
This approach keeps your audit trail clear: you can always see what was originally sent and what replaced it.
Voiding approved invoices
Voiding means the invoice is cancelled, but you keep a record. The invoice is no longer valid for your client, and the number can’t be reused.
🗑️ Where to delete or void invoices
Whether you’re deleting a draft invoice or voiding an approved one, you use the same menus.
🛑 Please note: It's not possible to reinstate deleted or voided invoices, so you'll be asked to confirm before proceeding.
From the invoice itself
Open the invoice and use the ⋮ three‑dot menu in the top right to select Delete or Void.
From the invoice summary on the job
Within the job, click on the invoice progress bar to open the invoice summary.
Click on the ⋮ three-dot menu on the right of the relevant invoice and select Delete or Void.
From the main invoice list
Head to Menu > Jobs > Invoices and use the search or filters to find the relevant invoice. Hover over the relevant invoice on the list view and the ⋮ three-dot menu will appear on the right to Delete or Void.
👀 What your client sees
When you void an invoice that’s already been shared with your client, here’s what they’ll see:
If you sent the invoice via Streamtime
The client will see that the invoice has been voided when they try to access it via the link you originally shared.
If you sent the invoice as a PDF (via Streamtime, or downloaded)
The PDF will remain as is. You can send the updated voided version if you choose.
🔢 Reusing invoice numbers
To ensure you can always find voided invoices, the assigned invoice number cannot be reused. This mirrors how accounting packages work to ensure a smooth experience across your different tools.
Instead, we recommend using a suffix so you can clearly see which invoice was replaced, and which one includes the updated details.
For example:
Original invoice: INV356
Voided and reissued invoice: INV356A
This makes it obvious the new invoice is a replacement, keeps related invoices together when searching, and avoids confusion in your numbering system.
How this affects your clients, reports and accounting packages
Every business and accountant has slightly different preferences around invoice numbering.
If you’re unsure whether to use suffixes (like INV356 → INV356A) or a completely new number, it’s worth checking what your accountant and/or client would like you to do.
🤑 Handling payments
Sometimes the invoice itself is correct, but the payment history needs updating. You can record or delete payments from the invoice itself, the invoice summary in the job, or from the main invoice list.
💸 Credit notes
If you need to move invoice value from one job to another (for example, work was billed on the wrong job), you can issue a credit note.
🔒 Locked time entries
Time can become locked when it's included on a paid invoice. This avoids any accidental changes to those time entries once the time has been invoiced. If you need to make changes to one of those time entries, follow the steps above to void the related invoice first.