Edit a single invoice
5 min read
Every field, button, badge and panel on /invoices/[id] — including the audit log, file preview, period lock warning, and how Re-extract differs from Edit.
Opening an invoice
Click any row in the Invoices list, in the Pending queue, in the Vendors detail table, or in a chart drill-down to open /invoices/[id]. The page is a two-column layout on desktop: the metadata form on the left, the source-file preview on the right.
Editable fields
The metadata form is fully editable while the invoice is unlocked: • Vendor — searchable dropdown; pick another vendor or create a new one inline. • Invoice date — date picker. • Invoice number — free text. • Type — Tax Invoice, Receipt, Tax Invoice + Receipt, Credit Note, or Other. • Category — assignable for reporting; defaults to the vendor's default category. • Currency — select from your enabled currencies. • Amount — total including VAT. • VAT — the tax portion only. • Amount without VAT — auto-recalculated when you edit Amount or VAT. • Description / notes — free text shown in lists and search.
Source file preview
If a file is attached, the right pane shows an inline PDF or image viewer. Use the toolbar to zoom and download. The preview is loaded through /api/files/preview, which authenticates the request — so the URL is private to your account even though it's served as a static-feeling asset.
Extraction confidence and method
Below the form you'll see the extraction summary: • Overall confidence — a percentage rolled up from per-field scores. • Method — text (selectable PDF text), vision (image OCR), or LLM (large-language-model assist when text/vision falls short). • Per-field scores — visible on hover next to each field, useful for spotting which value the AI was unsure about.
Action buttons
Along the bottom of the form: • Edit / Save — toggles edit mode; Save persists your changes. • Approve — moves a Pending invoice into the ledger; available only while status = Pending. • Reject — flags the invoice as not-an-invoice; it won't show in charts but stays in the database. • Re-extract — discards the current extracted values and runs the AI again from the source file. Use after editing vendor rules or fixing a corrupted upload. • Delete — removes the invoice and its file. Requires confirmation; you can't undo this.
Audit log
Below the actions, an audit log lists every change to the invoice — who edited what, when extraction ran, who approved or rejected, and whether the invoice was reassigned to a different vendor. The log is read-only.
Period lock warning
If the invoice date falls inside a closed accounting period, a yellow warning replaces the action buttons: "This invoice belongs to a locked period." Locked-period invoices are read-only to keep historical reports stable. An admin must reopen the period (Settings → Invoices) before you can edit or delete.
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