Invoice Modification Request

[sdtdent]

Hi Square Team,

I'm investigating a workflow for a client and would appreciate clarification on whether this is supported by the Square API.

Business Scenario

We use Square Invoices and Orders for service jobs.

Current workflow:

1. Create a job and initial invoice/order.

2. Customer pays a deposit.

3. Technicians perform work and may add 15–20 additional products/items while on-site.

4. Those additional items need to be pushed into Square to:

   • Update the customer balance due.

   • Relieve inventory correctly.

   • Avoid manual re-entry of technician-added items.

Desired Outcome

After a deposit has already been collected on an invoice, we'd like to programmatically add new line items to the job and have those items reflected on the customer's remaining balance.

Example:

Original Invoice

• Pool Service: $2,000

• Deposit Collected: $500

During the job, technicians add:

• Chemical Treatment: $150

• Replacement Part: $300

Desired final balance:

• Original Service: $2,000

• Additional Items: $450

• Deposit Applied: -$500

• Balance Due: $1,950

Questions

1. If an invoice has been created and is already associated with an order, can the order be updated with additional line items after:

   • the invoice has been published?

   • a partial payment/deposit has been collected?

2. If not, is there any supported API workflow for increasing the invoice total after a deposit has been collected?

3. Has anyone successfully implemented a workflow where technician-added items are appended to an existing partially paid invoice/order?

4. If modifying the original order is not supported, is the recommended approach:

   • Create a second order/invoice for the additional items?

   • Create a new final invoice containing all items and apply the deposit as a credit?

   • Some other supported pattern?

Sandbox Test Planned

We're planning to test the following sequence:

1. Create Order

2. Create Invoice linked to Order

3. Publish Invoice

4. Collect partial payment/deposit

5. Attempt to update the Order with additional line items

6. Attempt to update the Invoice to reflect the new charges

Before implementing a production workflow, we'd like confirmation on whether this use case is supported and, if not, what Square recommends as the best-practice approach.

Any guidance, documentation references, or real-world implementation examples would be greatly appreciated.

Thank you.

[Manny_SelSq]

Hey @sdtdent , 

I don't think the Square Invoices API allows amount of an invoice to be changed. However, I think you can accomplish the workflow you are looking for with the Orders API. An Order can be `OPEN` and partially paid and other things can be added to it. If you are working with service provider that expects to give customers an invoice, your client application might have to create the invoice while create an "order" in Square.