Edit order invoices and draft quotes
Find a Shopify record, customize invoice-only fields, document manual payments, and save a reviewed version.
What you’ll accomplish
A saved invoice or draft quote with the intended customer, dates, notes, and payment display.
Before you start
- An existing Shopify order or draft order is available to the installed app.
- Know which details are document-only corrections and which must be changed separately in Shopify.
- For manual payments, have verified amounts and dates that are not already included in Shopify’s paid amount.
1. Find the right source record
Choose Orders or Draft Orders
Use Orders for an existing order or Draft Orders for a draft quote. Search by order or draft number, or customer, and choose Search.
Check the row
Confirm the number, customer, status, and total before choosing Edit invoice. Use Clear search, Previous, and Next to find another record.
Recognize the alternate entry point
If the installed Shopify Admin extension is available, More actions > Edit Invoice on an order or draft can open its invoice workflow.
2. Review invoice details and addresses
Open Invoice details
Review Invoice number, Invoice date, PO number, and Due date. Expand Customer and billing to edit Billing name, Email, Phone, Company, and the billing address.
Review Ship to separately
Edit the document’s shipping recipient and address only if needed. In an order editor, Reset to order shipping address restores the source shipping values.
Add a draft validity date
For a draft, review Valid until (quote validity). Compare it with any Default quote validity in Settings and with the quote-expiration display in your template.
3. Review payments without double-counting
In an order editor, Amount paid and Payment reference are invoice display values inherited from Shopify unless customized. Manual payment entries are separate.
Add only a verified missing payment
In Payments > Manual payments, choose Add payment. Enter Amount in the displayed currency and Payment date, then optionally add Payment method (optional) and Reference or note (optional).
Review the payment heading
Use Payment section title to rename the heading above manual entries. Leaving it blank uses Manual Payment.
Check the resulting balance
Review the live preview after each entry. Manual payments reduce the invoice balance; an overpayment appears as credit due. Remove an accidental or duplicate entry before saving.
4. Add notes, save, and review the result
Finish Notes
Enter Invoice notes and check the wording in the preview. Document-specific notes take precedence over the default notes in Settings.
Name the next version
Optionally enter Version name (optional). Blank names use the version number. Choose Save invoice and wait for the success message.
Open the saved document
Choose View invoice or open the saved entry in Version history. Confirm the final document before using Download PDF or Print PDF.
5. Remove customizations only when intended
A per-invoice override can keep an old value even after a default changes. Reset the relevant field when you want it to inherit its source again.
Prefer a targeted reset
Use the affected field’s reset control and review the preview before saving.
Review a full reset carefully
Reset all overrides is under Reset invoice customizations and asks for confirmation. Read the warning before proceeding; it returns the invoice to merchant defaults and Shopify source values.