---
title: Handle an Invoice That Changed After Sending
description: "Fix an order that changed after its invoice was sent: read the banner, resend or reopen, and record a payment against the amount the customer was billed."
---
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3. [Invoices](https://support.metafleet.ai/estimates-approvals?hsLang=en#invoices)
# Handle an Invoice That Changed After Sending
## When the Invoice tab says the order no longer matches what the customer was billed, you can see what changed, resend, and record payment without surprises.
**For:** Dispatchers and billing staff · **Permission:** Manage all complaints (to resend, reopen or remove a row) · **Time:** ~5 minutes
### Quick summary
1. Open the order and look for the amber **Changed after sending** banner on the **Invoice** or **Billing** tab.
2. Check the rows tagged **Not billed**. Remove any you don't want to charge.
3. Click **Resend invoice** so the customer gets the new total.
4. If the order is Closed, click **Reopen and resend** instead.
### Before you start
- The invoice must already be sent. Before that, the Invoice tab is still editable and nothing is "changed".
- You need the **Manage all complaints** permission to reopen a Closed order, to use **Record and resend** and to use **Take it off**. **Take it off** needs the same permission as the **×** on a row. Without it, a Closed order shows no resend button, and the payment dialog offers only **Close at $X**.
- To email the customer, the order needs a contact who can receive invoices. See [Approve and Send an Invoice](https://support.metafleet.ai/approve-and-send-an-invoice?hsLang=en).
### How MetaFleet knows
MetaFleet compares the last invoice sent to this order's customer with what the order comes to now. It compares to the cent, and late fees count. Nothing extra is saved: if you add a fee and later remove it, the warning goes away on its own.
> **Example.** An order is invoiced at $175.00. Later someone adds a $250.00 Service Fee and a 7% Labor Surcharge. The order now totals $437.25, but the customer was billed $175.00. The banner appears until you resend.
### Read the banner on the Invoice tab
Open the order and click **Invoice**. The amber banner replaces the green **Invoice emailed** line (or **Invoice issued** on older invoices). It says **Changed after sending. Customer was billed $X.**, with a **Resend invoice** button beside it.
*The Invoice tab shows what the customer was billed. The total in Invoice Summary is what the order is now.*
### Find what changed
Scroll to **Invoice Summary**. A fee added after the send carries a **Not billed** tag. A row whose amount changed shows **Billed $X**, the amount the customer saw.
Click **×** on a **Not billed** row to remove it. On a Closed order the same control reads **Take it off**.
> **Older invoices.** The banner shows for any invoice, but row tags only appear for invoices sent on or after Oct 13, 2026. On an older invoice, compare the Invoice History table with Invoice Summary.
### Resend the invoice
1. Click **Resend invoice**.
2. Read who gets it. The dialog says **Invoice will be emailed to** and names the order's contacts that have an email.
3. Click the send button.
If no contact can receive invoices, the dialog says so and the button reads **Generate**. The invoice is issued but nobody is emailed. Add a contact with the **Receive invoices** permission under **Company Details › Contacts** and resend. If your company doesn't require that permission, the dialog says **No contact on this order has an email address.** and any contact with an email will do.
If the email provider fails, the status line reads **The email couldn't be sent. Resend to try again.** Click **Resend**.
### Record a payment on a changed order
Open the **Billing** tab. The banner here names the new total: **Changed after sending. Order now $Y.** **Record Payment** works as usual. A payment that leaves a balance records right away.
A payment that would close the order opens a **Changed after sending** dialog. It says **Billed $X, order now $Y.** Choose one:
- **Close at $X**: close the order at the amount the customer was billed.
- **Record and resend**: record the payment and email an updated invoice. With nobody to email, this button reads **Record without emailing**.
Click the **×** in the dialog to go back without recording anything.
Other screens show the same warning:
- **Card charge:** the choices are **Charge $X and close** or **Resend invoice first**.
- **Card hold:** applying a hold offers **Apply $X and close**.
- **Billing Hub:** the **Record Payment** panel and a statement's **Mark as Paid** show a longer line: **Invoice out of date. Customer was billed $X; the order now totals $Y. This payment pays off the $X invoice. Resend from the order to bill the other $Z.** When the order now comes to less than was billed, the line ends **Resend from the order to bill the new total.**
### Reopen a Closed order
On a Closed order the banner reads **Closed at $X. Order now $Y.** The Billing tab's **Re-issue** and the API's send are refused, so the tab offers **Reopen and resend** instead. Click it. The dialog **Reopen and resend?** says it reopens the order and emails the named contacts an updated invoice, with the amount still owed. With no contact to email, the title becomes **Reopen without emailing?** and the button reads **Reopen without emailing**.
> The API's send-invoice call and the AI assistant's close tools are refused on a changed Closed order in the same way.
### What doesn't change after a send
A sent order keeps the surcharge rules it was billed with, at the rate it was billed. It keeps its card-fee rate too. So if you change a surcharge percent in **Settings › Fees & Surcharges** later, a sent order doesn't move. A rule you turn on later doesn't appear on a sent invoice either.
### Troubleshooting
| Symptom | Likely cause | Fix |
| --- | --- | --- |
| The customer was billed less than the order shows | A fee, surcharge or line was added after the send | Look for **Not billed** rows. Remove what you don't want, or click **Resend invoice**. |
| I can't resend a Closed order | The Billing tab's **Re-issue** is refused on a changed Closed order | Click **Reopen and resend**. You need the **Manage all complaints** permission. |
| **Take it off** is missing | The order isn't Closed, or you lack the permission the row's **×** needs | On an open order, use the **×**. Otherwise ask a manager. |
| I changed a setting but the old invoice didn't change | Sent orders keep the rules and rates they were billed with | This is expected. Resend only if the order itself changed. |
| The banner shows but no row says **Not billed** | The invoice was sent before Oct 13, 2026, or the rows can't be matched to the sent amount | Compare **Invoice History** with **Invoice Summary**. |
| The button says "without emailing" | No contact on the order can receive invoices (or has an email) | Add a contact with **Receive invoices** and an email, then resend. |
### FAQs
**Does the banner mean the customer was charged the wrong amount?**
No. The customer owes what the sent invoice said. The banner says the order has moved on from it.
**Do I have to resend?**
No. You can close at the billed amount, or remove the new charge. Resend only when you want the customer to pay the new total.
**Does a payment I record pay the old invoice or the new one?**
The old one. In the Billing Hub the line says so: it pays off the invoice the customer was billed, and you resend from the order to bill the rest.
**Can I undo a resend?**
No. The customer has the email. Check **Invoice History** to see each invoice sent.
### Related articles
- [Approve and Send an Invoice](https://support.metafleet.ai/approve-and-send-an-invoice?hsLang=en)
- [Record Payments and Customer Credit](https://support.metafleet.ai/record-payments-and-customer-credit?hsLang=en)
- [Use the Billing Hub](https://support.metafleet.ai/use-the-billing-hub?hsLang=en)
- [Set Up Fees and Surcharges](https://support.metafleet.ai/set-up-fees-and-surcharges?hsLang=en)
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