Correct an invoice with the job ledger

Overview#

Each job has a ledger: every revenue, discount, tax, payment, refund and cost entry in order. Nothing in it is ever edited. When an invoice that already went out (even one that's paid or in QuickBooks) needs a fix, you correct the line on the ledger page: TradesWork reverses the old amount, posts the new one with your reason, and sends the corrected invoice to QuickBooks.

Before you start#

• The ledger page needs costing.read (Owner, Admin, Accounting).

• Corrections need costing.manage (Owner, Admin, Accounting).

• The invoice must have gone out (not draft) and not be void.

Steps#

Open the ledger#

1. Open the job, and in Job costing click Ledger.

2. The top shows Billed, Collected, Costs and Margin (pre-tax).

3. The invoice card shows a check: Reconciled (the ledger matches the invoice), Mismatch (tell support), or Not opened (an older or imported invoice; click Open the ledger for this invoice to post opening entries).

4. Entries lists When, Kind (Revenue, Discount, Sales tax, Payment, Refund, Cost), Entry (Posted, Reversed, Re-posted), What, Reason, By and Amount.

Correct a line#

1. In Correct a line, find the line.

2. Change Qty, Price or Unit cost, or set Change to Remove line.

3. Enter the Reason ("Why (kept on the record)", at least 3 characters).

4. Click Post. You'll see "Correction posted." The invoice totals, balance and QuickBooks copy update.

Settings that change this#

• Accounting › Job Costing › Closed months: corrections never post into a closed month; they land in the current month marked "corrects YYYY-MM".

Tips#

• Write reasons your accountant will understand later ("Customer disputed 1 hr labor, agreed 0.5").

• If a correction reduces a paid invoice below what was paid, refund the difference from the invoice card.

Troubleshooting#

• "This invoice is void." → void invoices can't be corrected.

• "Give a short reason (at least 3 characters)" → add a reason.

• "A line in this correction isn't on the invoice." → reload the page and try again.

• No Correct a line card → the invoice is still a draft, or you lack costing.manage.

FAQ#

Why not just edit the invoice? Changing a sent invoice silently breaks your books. Reversing entries keep a full, explainable history.

Does the customer see the correction? They see the corrected invoice on their pay link and One Link.

Coming from ServiceTitan#

• Same idea as: adjustment invoices for invoices already exported.

• Different: you correct the line directly; the ledger records the reversal and re-post, and QuickBooks gets the updated invoice instead of a separate adjustment.

• Where it lived: ServiceTitan adjustment invoices; the job's Ledger page in TradesWork.