Editing, Deleting, and Charge Categories
Added a charge with the wrong amount? Typed the wrong note? Recorded a damage fee that turned out to be nothing? You can tidy up your additional charges — as long as they haven’t already been locked onto a finalized invoice or collected. This page covers editing a charge, deleting (voiding) one, and managing the charge categories everyone picks from.
You can do all of this from two places, and they behave identically:
- The Additional Charges tracker under Finance (org-wide list of every charge).
- The Additional Charges panel on an individual order.
When Can a Charge Be Changed?
A charge stays editable and deletable only while it is still live — meaning nobody has billed it, collected it, or settled it yet. The Edit and delete (trash) buttons appear only on charges in one of these two statuses:
| Status | Meaning | Edit / Delete? |
|---|---|---|
| Pending | Added, not yet billed or collected | Yes |
| On Invoice | Queued to bill on the order’s invoice, but that invoice isn’t finalized yet | Yes |
| Partially Paid | Some money already collected against it | No — collect the balance instead |
| Paid | Fully collected | No |
| SD Deducted | Settled against the security deposit | No |
| Voided | Already deleted | No |
Once an invoice is finalized, its charges lock. A charge billed on an invoice you’ve finalized (or that the customer has already paid) becomes part of a document they hold — so Edit and Delete disappear and the row shows a marker like “On finalized invoice” or “Locked — invoice finalized”. If the amount is genuinely wrong at that point, handle it through a credit note instead. See Viewing Credit Notes.
Edit a Charge
Editing lets you correct the amount and the notes — the two things people most often get wrong on the first pass.
- Find the charge on the tracker or in the order’s Additional Charges panel.
- Click Edit on that row. The Edit Charge dialog opens.
- Update the Amount and/or Notes.
- Click Save Changes.
The category can’t be changed here. The dialog title shows which category the charge belongs to (e.g. “Edit Charge — Cleaning Fee”), but there’s no category field. If you picked the wrong category, delete this charge and re-add it under the right one from the order’s panel — see Adding Additional Charges to an Order.
The amount must be zero or greater. Everyone with access sees the corrected figure immediately.
Delete (Void) a Charge
Deleting removes the charge so it no longer counts toward the order total and no longer shows up in collection workflows. It’s the right move for a duplicate entry, a wrong amount you’d rather re-enter cleanly, or a fee that shouldn’t have been raised.
- Click the delete (trash) icon on the charge row.
- In the Delete charge dialog, type a Reason (required) — for example “duplicate entry”, “wrong amount”, or “customer dispute”.
- Click Delete Charge to confirm, or Keep to back out.
The reason is kept for audit. Your note is recorded on the charge record so there’s always a trail of why a charge was removed and by whom. Deleting is not reversible — if you need the charge back, add it again.
A deleted charge doesn’t vanish from history — it stays visible with a Voided status so the record is complete.
Charge Categories
Every charge belongs to a category — Cleaning Fee, Late Fee, Damage, Restocking Fee, and so on. Categories are shared across your whole organization, so once you create one it’s available on every order for everyone. Consistent categories keep your Additional Charges tracker easy to search and your reporting clean.
You pick a category when adding a charge, and you create new ones inline from that same add form — there’s no separate settings screen to manage them.
Create a New Category
You do this while adding a charge to an order:
- On an order, open the Additional Charges panel and click + Add Charge.
- Open the Category dropdown and choose + Add new category….
- In the Add New Category dialog, type a Category Label (required) — for example “Restocking Fee”.
- Click Add Category.
The new category is saved to your organization’s catalog and selected automatically on the charge you’re adding, so you can carry straight on and finish adding it.
Categories are permanent labels, not per-order. Because a category becomes available to your whole team, use a clear, reusable name (e.g. “Late Fee”, not “John’s late fee for order 1023”). Add only genuinely new types of charge — reuse an existing category whenever one fits.
For the full walkthrough of adding a charge and choosing a settlement type, see Adding Additional Charges to an Order.
Permissions
The Additional Charges tracker under Finance requires Payments — Read access. Adding, editing, collecting, and deleting charges on an order happen while you’re working on that order, so they follow your order access.