Change, reschedule or cancel an invoiced booking

Plans change, especially with group and school bookings. Once an invoice has been sent, it stays exactly as it was issued. This keeps your customer's finance records consistent, so changes are made around the invoice rather than to it.

You'll find all the options by opening the session in your calendar and selecting 'Manage'.

The group has grown or wants to add something

Select 'Charge' next to the customer to bill for the extra amount. This sends your customer a separate payment link for the difference, so the original invoice stays as it is. If their finance team needs everything on an invoice, raise a new invoice for the extras from New booking instead.

The date or time has changed

Select 'Reschedule' to move the booking. The invoice number and amount stay the same, so your customer pays the same invoice. The original invoice still shows the session as it was first booked. If your customer needs paperwork showing the new date, cancel the booking and raise a new invoice before it's paid.

Details on the invoice need to change

If the company name, billing address, PO number or price needs changing, cancel the booking and raise a new invoice with the correct details. If the invoice hasn't been paid, cancelling it voids it automatically, so your customer can't pay the old one by mistake.

Let your customer know a new invoice is on its way and that they can disregard the first one.

The booking is no longer going ahead

If the invoice hasn't been paid: select 'Cancel'. The invoice is voided and no money is taken.

If it was paid by card: select 'Cancel / refund'. Choose whether to mark the booking as cancelled, then choose No refund, Partial refund or Full refund, just as you would for other bookings. The refund goes back to your customer's card. If the invoice covered several bookings, refund each one.

If it was paid by bank transfer: email our team at help@eola.co with the invoice number and how much you'd like to refund, and we'll take care of it for you. We'll make sure the refund reaches your customer's bank account.

Not sure how your customer paid? Open the purchase by selecting the payment status next to their name. The Payments section shows the method.

Good to know

• Cancelled invoices show as Void in Reports -> Invoices, so you always have a record
• If you're not sure of the best way to handle a change, contact our team at help@eola.co and we'll talk you through it

Helpful tips:

• Confirm numbers and details with your customer before you raise the invoice, to avoid reissuing it later
• Add a booking note explaining any change, so your team knows why an invoice was voided
• Let your customer's finance team know whenever an invoice is replaced

Related guides

• Cancel and refund a booking
• Reschedule a booking
• Understand how refunds work