An invoice is edited, retried or deleted from where it is listed: the Invoices column on Pathways, then Authorizations, or the Invoices card on a pathway progress's View Details page. Hover the invoice number for the pencil and trash icons, or open the row menu on View Details for Edit Invoice, Retry generation and Delete Invoice. Editing regenerates the PDF in the background. Deleting removes the PDF and its copy in the participant's Documents and cannot be undone, but the authorization, its step lines and any Billed Dates the invoice set stay as they are.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Your role needs the Pathway Authorization Invoices module at Administrator. It has no other level, so anything else hides the edit, retry and delete actions. Account owners always have it.
Reaching the Authorizations page needs the Pathway Authorizations module at Supporter or higher. Reaching View Details needs the Pathways module at Viewer or higher and Pathway Centralization on for the account.
Invoicing is turned on for your account by the Equip team, on top of Pathway Authorizations. If you do not see Generate Invoice, ask your account administrator to check your permissions and contact the Equip team to confirm invoicing is enabled.
How it works: edit an invoice
Find the invoice on Pathways, then Authorizations, or on the progress's View Details page under Invoices.
Click the pencil icon, or choose Edit Invoice from the row menu. The slide-over opens with the saved values.
Change what you need: Invoice Number, Invoice Date, Service Date Range, Bill To, ATTN, the documents to include and their order, the line items' Code, Rate, Units and Include toggles, Notes and the signature. + Add Line Item adds a manual row; only manual rows have a remove icon.
Check Mark Authorization as Billed before saving. This option is on by default, including when editing. Leaving it on resets the authorization's Billed Date and the included step lines' Billed Dates to today. Turn it off to preserve existing billed dates.
Click Update Invoice. Equip confirms with "Invoice update started. The regenerated PDF will be available shortly." The previous PDF is preserved until its replacement is ready, but the invoice row shows Generating instead of a download link while generation runs. The copy in the participant's Documents is replaced when the new PDF is ready.
The Service Date Range on an edit is whatever the invoice has saved. On a new invoice it starts as the earliest step Start Date and latest step End Date among the included lines, or the authorization's Begin and End dates when the steps have no dates. Each line item on the PDF also prints its own Service Dates from that step's Start Date and End Date, with "--" where a date is missing; change those on the pathway progress, not on the invoice.
Retry an invoice that did not finish
Equip builds the PDF in the background. If generation fails, or remains unfinished for about 15 minutes, a retry option becomes available. While it is building, the row reads Generating Invoice INV-... and the edit and delete actions are hidden. If it does not finish, the row shows a warning with didn't finish.
On the row, click the refresh icon, labelled Retry generating invoice INV-..., or choose Retry generation from the row menu on View Details.
Equip confirms with "Regenerating invoice INV-.... The PDF will be available shortly." and the row goes back to Generating.
If it fails again, contact the Equip team with the invoice number; the invoice record and its line items are safe.
If an earlier PDF exists, it is preserved while the retry runs. The invoice row shows Generating instead of its download link during this time. Download any version you need to keep before starting an update.
Delete an invoice
Deleting an invoice is permanent. The invoice record, its line items, the PDF and the copy of the PDF in the participant's Documents are all removed. The authorization keeps its number, dates and step lines, and any Billed Date the invoice set stays in place; clear those by hand if the services were never billed.
Find the invoice on the Authorizations page or the View Details page.
Click the trash icon, or choose Delete Invoice from the row menu.
The confirmation reads "Are you sure you want to delete this invoice? It will be permanently removed and this action cannot be undone." Confirm.
Equip confirms with Invoice deleted.
Limits and what the errors mean
"Invoice INV-... is still generating. Try again once it finishes." You tried to edit or delete while the PDF was building. Wait for the row to change, then try again.
"Invoice INV-... did not finish generating. Use Retry to run it again." PDF generation failed or remained unfinished for about 15 minutes. Click Retry. If your role cannot edit invoices, the message instead asks you to have an account administrator retry it.
"Invoice INV-... was saved, but PDF generation could not be queued. Use Retry to run it again." The record exists but nothing started building the PDF. Use Retry.
"Invoice INV-... is not waiting on a retry." The invoice finished or is still generating; refresh the page.
Rate must be greater than or equal to 0 and Units must be greater than or equal to 0: a line item cannot be negative. A blank Rate or Units saves as 0, and only rows with Include on count toward the total.
Automatic invoice numbers use the format INV-0000001. The next number follows the existing invoice sequence or a higher configured next number. Deleting the latest invoice can allow its number to be reused, but a higher configured next number prevents this. An administrator can set Invoice Number Override under Account Settings, then Pathways, on the Invoices tab. You can also type any number when generating or editing.
The Case ID on the PDF is the Case chosen on the pathway progress the authorization is attached to. It prints "--" when the progress has no case. Set the case with Update Progress on the participant's Pathways tab, then edit the invoice with Update Invoice to regenerate the PDF.
An authorization with an invoice cannot be deleted, and neither can a pathway progress whose authorization has one. Delete the invoice first.
A finished invoice PDF is visible to anyone who can open the Authorizations page, and roles with Pathways at Supporter or higher can open the copy in the participant's Documents, even with the invoices module at None.
Benefits
Correct invoice details without recreating the authorization.
Retry an unfinished PDF without creating another invoice.
Remove an unwanted invoice while keeping the authorization and its service lines.
Options and best practices
Review the dates, included line items, attached documents and their order before saving.
Turn off Mark Authorization as Billed when an edit should preserve existing billed dates.
Download the original PDF before editing or deleting if you need an audit copy.
After editing an invoice already sent to a funder, review the replacement PDF and follow your organization's process for providing the corrected version.
FAQs
The invoice says it didn't finish generating. What do I do?
Click the refresh icon on the invoice row, or Retry generation in the row menu on View Details. Equip runs the PDF again and confirms with "Regenerating invoice". The retry option appears only when generation has failed or stalled and you have permission to edit invoices. If the invoice is still generating, wait for its status to change. If it has failed and you cannot retry it, ask an account administrator for help.
How do I change the service dates on an invoice?
Open Edit Invoice and change the Service Date Range, then click Update Invoice to regenerate the PDF. The per-line Service Dates on the PDF come from each step's Start Date and End Date on the pathway progress, so change those with Update Progress on the participant's Pathways tab and then update the invoice.
Why is the Case ID missing on the invoice?
The pathway progress the authorization belongs to has no Case selected. Open the participant's Pathways tab, click Update Progress, choose the Case at the top of the form and save, then open the invoice with Edit Invoice and click Update Invoice so the PDF is regenerated with the Case ID.
Why did my new invoice get the same number as one I deleted?
Deleting the latest invoice can allow its number to be reused when no higher next number is configured. To control the next automatic number, set Invoice Number Override under Account Settings, then Pathways, on the Invoices tab. You can also enter a number when generating an invoice.
Can I edit an invoice after it was sent to the funder?
Yes, at any time, as long as it is not generating. Update Invoice regenerates the PDF and replaces the copy in the participant's Documents, so download the original first if you need to keep it.
Does deleting an invoice un-bill the authorization?
No. The Billed Dates the invoice set on the authorization and its step lines stay. Open Update Progress on the pathway, expand the authorization and clear the Billed Date on each step line if the services should read Open again.