How to Regenerate Invoices

Regenerating an invoice creates a new invoice with updated information, such as a changed address. Since invoices in Upmind cannot be edited after creation, the original invoice is credited, and a new one is issued with the updated details.

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Opening the invoices page

1. Go to the Upmind dashboard.
2. Click Billing in the left menu.
3. Select the Invoices tab.
4. Click an invoice name to open it.

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Regenerating an invoice

When regenerating an invoice, you have two options:

• Regenerate just data - Updates the invoice with fresh data but keeps the address, company details, and tax rates unchanged.
• Regenerate with address/company change - Updates the client’s address and company information and lets you decide if these changes apply to future contract renewals.
  • If the Invoice is Unpaid:
    • Address and company details are updated.
    • Taxes are recalculated based on new information.
    • Invoice number remains the same, but Total, Tax, and Net amounts may change.
  • If the Invoice is Paid:
    • The invoice is recalculated as an unpaid invoice.
    • If the new total is higher, the status changes to unpaid, and the client must pay the difference.
    • If the new total is lower, a partial credit note is issued, and the difference is refunded as account credit.

You can also choose to apply updated tax rules to the related product, ensuring future invoices follow the new tax settings.

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Steps to regenerate an invoice

1. Select the invoice you want to regenerate and scroll down the invoice page.
2. Click the Regenerate invoice button under Quick Actions.

3. On the next page, update the company name or address. (Optional)
4. Click Regenerate to complete the process.

Upmind will send the client an email notification with a link to the updated invoice. Regenerating a tax invoice by fully crediting the original and creating a new renewal invoice is the best approach because it ensures accurate accounting and maintains a clear audit trail. This method prevents confusion or errors that can arise from simply editing the original invoice, which may compromise financial records and compliance. While other methods like directly modifying the existing invoice might seem quicker, they are less reliable and can lead to discrepancies in tax reporting.

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Common scenarios

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Regenerating an invoice to apply tax

If tax was missing during initial creation, regeneration can apply updated tax rules. Key behaviour:

• Tax recalculation through regeneration is only possible on unpaid invoices. Once an invoice has been paid, regeneration cannot be used to apply or correct tax. For paid invoices, the correct approach is to process a refund and generate a new invoice with the updated tax settings in place.
• Regeneration recalculates totals and tax.
• A new invoice replaces the original through crediting.

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Changing the billing cycle by regeneration

Attempting to change billing periods through regeneration alone will not work as expected. Example: Changing:

• February 2 → March 2 to
• February 10 → March 10

Regeneration cannot change the billing term or the invoice amount. It is limited to updating client details such as the billing address or company name. To change the billing term or adjust the product price, make those changes directly in the Overview tab with the Modify Product option under Quick Actions of the contract product. Follow this guide for more details. Once the contract product is updated, any future invoices generated will reflect the new billing period and pricing.