Editing failed and cancelled Invoice

[SweetAK]

Does Square offer any options to edit failed payment invoices? My customer was unable to pay her remaining balance via the invoice link, and after multiple attempts, it was canceled. She ended up paying through a different method (cash) that is not linked to my Square POS.

For business and recordkeeping purposes, I need a way to account for this payment. Is there a feature that allows me to mark the canceled invoice as paid or at least add a note to document the payment? I currently do not see a way and have tried to find a solution.

I reached out to square and they provided directives, but it appears that was for an invoice for partial payment and not a partial payment w/a canceled invoice.

[TheRealChipA]

Hi @SweetAK.  Since the invoice in question was cancelled, you can just create a replacement invoice.  Then you can manually pay it and mark it as paid by cash.  Just do “Mark as paid” and use the payment method “cash.”  That will add it to your cash taken in for the day and make things right, I think.

[Summer2024 · Accepted solution]

Hi @SweetAK ! I know @TheRealChipA provided a great answer but I am also going to provide some more details and best practices here. 

Current Limitations

• Canceled invoices cannot be reactivated
• Failed payment invoices cannot be directly edited
• Square doesn't have a built-in way to mark canceled invoices as paid

Available Solutions

1. Create a Payment Record

   1. Dashboard
   2. → Transactions
   3. →Record a Payment
   4. →Enter payment details and link to customer
2. Documentation Options
   1. Add a customer note in their profile
   2. Create a new invoice marked as paid
   3. Use Square's custom field feature

Best Practice Solutions

1. New Reference Invoice

   • Create a new invoice
   • Mark it as "PAID" immediately
   • Add note: "Reference to canceled invoice #[original number]"
   • Include original invoice date
   • Add payment method details

2. Customer Profile Update

   • Add payment note to customer profile
   • Document original invoice number
   • Record payment method and date
   • Keep canceled invoice for reference

Record Keeping Tips

1. Internal Documentation

   • Keep spreadsheet of modified transactions
   • Note canceled invoice numbers
   • Record alternate payment methods
   • Track resolution dates

2. For Accounting Purposes

   • Record cash payment separately
   • Reference original invoice number
   • Maintain clear audit trail
   • Document reason for cancellation

I hope this helps!