If fields on your invoice or quote appear grayed out or locked, the document is no longer in Draft status. Once a document is sent to a client, safety locks are automatically applied to protect your financial records.
Quick troubleshooting: Check your document status
Look at the status badge at the top of your document to see what can currently be changed:
- Draft or Scheduled: Every field is fully editable.
- Sent, Viewed, or Overdue: Core fields are locked. You can only edit Due Date / Expiry Date, Customer Notes, Internal Notes, and payment options (quotes only).
- Paid, Accepted, Rejected, Void, or Uncollectible: Fully locked. You can only edit Internal Notes.
Why fields are locked
Once a document is sent, your client receives a permalink showing specific totals and line items. Locking these details ensures transparency, prevents payment mismatches, and maintains an audit-proof paper trail for tax compliance.
How to fix a mistake on a locked document
If you need to change a locked field (such as pricing, line items, tax rates, or customer info) on a sent document:
- Open the invoice or quote, click the three dots (...) menu, and select Void.
- Click the three dots (...) menu again and select Duplicate to generate a fresh draft containing the original details.
- Make your corrections in the new draft and click Send.
