Regenerating an Invoice After a Write-Off (Prior Billing Period)

Regenerating an Invoice After a Write-Off (Prior Billing Period)

When This Is Needed

If a write-off is applied after an invoice has already been generated, the invoice will not automatically update to reflect that write-off.

This results in:

  • Invoice PDF not showing the write-off

  • Remaining balance that should be $0

  • Mismatch between invoice and actual accounting

👉 In this case, the invoice must be regenerated.

Step 1: Identify the Affected Invoice

  1. Go to Accounting → Payer Invoicing

  2. Locate the invoice by:

    • Going to Payer Invoicing and select an invoice with that client’s name and click Manage Receipts. Once the screen loads click Add New Receipt. This will pull up any invoices with outstanding balances. 

      1. Look for invoices with unexpected balances

      2. Review the receipts PDF to determine which receipt you are looking for and take notice of the billing period for said receipt. (This will tell you which billing/invoicing period to make the write-off in)

Step 2: Confirm the Issue

  1. Open the invoice

  2. Review:

    • Invoice creation date

    • Write-off entry date

  3. Open the PDF of the invoice

👉 If the write-off:

  • Exists in the system

  • But does NOT appear on the invoice PDF

➡️ The invoice was generated before the write-off was applied

Step 3: Regenerate the Invoice

  1. Go to the billing period tied to the invoice

  2. Locate the invoice

  3. Select the option to:

    • Generate Invoice for that selected client. 

Step 4: Validate the Fix

  1. Open the newly generated invoice

  2. Confirm:

    • Write-off appears as a line item

    • Balance is now correct (often $0)

Key Rule to Remember

Invoices are a snapshot at the time they are created

➡️ Any changes made afterward (like write-offs)
 ➡️ Require manual regeneration to reflect updates

Common Pitfalls

  • Searching only in client invoicing instead of payer invoicing

  • Not checking invoice creation date vs write-off date

  • Assuming write-offs auto-update invoices (they do not)

  • Missing invoices across many billing periods

Quick Summary

  • Write-off added after invoice = invoice is outdated

  • Find invoice → confirm mismatch → regenerate

  • Use Apply Receipt to quickly locate problem invoices

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