Edit Upcoming Invoices to Adjust Amounts, Dates and Methods

Need to prorate a bill, add a one-time charge, or apply a credit? You can quickly adjust any unpaid or upcoming invoice in Kilo to ensure your athletes are billed correctly while saving on transaction fees.

This feature allows you to update upcoming payments before they process, helping you manage billing changes without creating separate invoices or manual charges.

When to Use Invoice Editing

Editing upcoming invoices is most helpful when:

  • Prorating a membership
  • Adding a one-time service or fee
  • Applying a credit
  • Changing payment timing
  • Updating a payment method
  • Adjusting billing without creating new charges

This helps keep billing accurate while minimizing unnecessary transactions.

Update an Invoice Amount or Due Date

You can edit upcoming invoices directly from the athlete profile or invoices report to adjust payment timing, payment methods, or invoice totals before the charge runs.

Follow these steps to modify a planned payment before it processes:
  1. Locate the Invoice: Go to the Athlete’s Profile (under the Invoices tab) or the Invoices Report.
  2. Click the blue arrow button on the far right of the specific payment and select Edit.
  3. Modify Details: On the Edit screen, you can update:
    • Due Date: Shift the payment to a sooner or later date.
    • Payment Method: Change the specific card or account used for this charge.
    • Pre-tax Total/Tax: Increase the amount for additional services or decrease it to apply a credit.

  1. Save: Review your changes and click Save.

Manage Changes and Keep Billing Organized

Editing upcoming invoices is a simple way to handle billing adjustments without creating extra transactions or confusion in reporting.

  • Avoid Extra Fees: Instead of creating a separate charge for add-ons, edit the amount of the next scheduled invoice. This consolidates the transaction and reduces processing costs.
  • Handle Credits: If you owe a client for a missed session, simply lower the pre-tax total on their next upcoming invoice.
  • Audit History: Use the Activity section at the bottom of the invoice to track exactly when these edits were made and by which staff member.
  • Add Documentation: Use Notes to explain the adjustment (e.g., "Prorated for 1-week vacation"). Remember: These notes are client-facing.

Need help with a specific billing scenario? Email our Support Team at hello@usekilo.com for a quick walkthrough.