Most fields on an invoice or quote lock once you send it, and everything except internal notes locks once it is closed. This article explains what you can still change at each stage, what to do when you need to change a locked field, and what the "changed by someone else" message means.
Why fields lock after sending
Once you send an invoice or quote, your customer has a specific amount, tax, and set of terms in front of them. Locking those fields keeps what you see in ATB Invoicing the same as what your customer sees and pays.
Before you send an invoice, ATB Invoicing reminds you: "Once you send this invoice, you'll only be able to update its notes and due date — line items and pricing are locked."
What you can edit on an invoice
- Draft — Everything. Select Edit invoice to open the full editor.
- Sent or Viewed (including Overdue) — Select Edit to change the customer notes and the Due date. Line items, prices, taxes, the customer, and payment options are locked.
- Paid, Void, or Uncollectible — Nothing on the invoice itself. The Edit button no longer appears.
You can add or change Internal Notes at any status, including Paid and Void. Internal notes are never shown to your customer.
What you can edit on a quote
- Draft — Everything.
- Sent or Viewed — The customer notes, the Valid until date, and the Payment methods section.
- Accepted, Rejected, Expired, or Void — Only Internal Notes.
What to do when you need to change a locked field
If a sent invoice has the wrong amount, line item, tax, or customer:
- Open the invoice menu and select Duplicate to create a new draft with the same details.
- Make your corrections on the new draft and send it.
- Void the original invoice so your customer cannot pay the wrong amount. Once voided, the original invoice link shows that the invoice has been closed.
For a quote, select Duplicate & revise to create the corrected draft, then select Void quote on the original. See Voiding and deleting invoices and quotes.
Tip. A Draft has never been sent, so you can still change anything on it. If a draft is wrong and you no longer need it, select Delete draft instead.
"This invoice was changed by someone else"
This message (or "This quote was changed by someone else") appears when you try to save an invoice or quote that someone else in your organization saved after you opened it. ATB Invoicing does not save your changes, so you do not overwrite their work without knowing.
To fix it:
- Copy any text you want to keep, such as notes you were writing.
- Refresh the page to load the latest version.
- Review what changed. The Activity section on the invoice shows recent changes.
- Make your changes again and save.
Note. The same message can appear if you leave an invoice open in two browser tabs and save in one of them. Refresh the other tab before you edit there.
Common issues
The Edit button is missing
The invoice is Paid, Void, or Uncollectible. Closed invoices cannot be edited. If you need a corrected version, select Duplicate and send the new invoice.
I edited the due date but my customer still sees the old one
Your customer sees the latest version the next time they open the invoice link. To make sure they notice the change, open the invoice menu and select Resend invoice.
