If an invoice is missing from Adfin, or you need to add one again after removing or changing it, the right steps depend on how the invoice got into Adfin.

Pick the route that matches how you work:

If you add invoices by uploading a file or entering them by hand, follow Re-uploading a file or adding an invoice again below.
If your invoices come across automatically from Xero or QuickBooks, follow Re-syncing from Xero or QuickBooks below.

Bringing your invoices into Adfin for the first time? If you use Xero or QuickBooks, see Automatic invoice migration for Xero and QuickBooks. If you are uploading a file, see How to structure invoice CSV & Excel files.

If your invoices sync from Xero or QuickBooks, do not also upload them by hand. You will end up with two copies of the same invoice in Adfin. Make the change in your accounting software and let it sync across (follow the Xero or QuickBooks route below).

Before you start: can you edit it instead?

You may not need to re-upload at all. What you can change depends on the invoice's status:

Draft (saved in Adfin but not yet sent to your customer): you can change any detail, or delete it.
Scheduled (set up to collect by direct debit on a future date): you can still change the amount, or void it (cancel it).
Submitted (the direct debit collection has already been started with your customer's bank): the invoice is locked and cannot be edited, voided or deleted.

For how to edit an invoice see Create and send an invoice, and for what each status means see Track statuses and activity for your invoices.

Re-uploading a file or adding an invoice again

Every invoice number has to be unique to your business. If you try to add or upload an invoice with a number that is already in use, Adfin will stop it and show a duplicate invoice number message. This is the most common reason a re-upload does not go through.

The fix depends on what happened to the original invoice. If you are not sure whether you voided or deleted it, open the Payments view. Voided invoices are hidden from the default list, so open the status filter and select Void to see them. A deleted invoice will not appear under any filter.

You voided the invoice and want to reuse its number

Voiding an invoice cancels it so it is no longer collected, but it keeps the invoice number reserved. That is why you cannot upload a new invoice with the same number: the voided one is still holding it.

To free the number up, delete the voided invoice first:

Please open the Payments view.
Voided invoices are hidden from the default list. Open the status filter at the top of the list and select Void to show them.
Click the invoice. Its details open in a panel on the right.
In that panel, click More actions, then choose Delete.
Once it has been deleted, upload or add the invoice again with its original number.

If the Delete option is greyed out, the invoice has a payment recorded against it. Invoices with a payment cannot be deleted.

You deleted the invoice

If you deleted the invoice rather than voiding it, its number is already free. You can upload or add the invoice again with the same number straight away.

The number belongs to an invoice that is still live

If the original invoice was neither voided nor deleted, it is still in Adfin and still using that number. Open the Payments view to find it. Either give the invoice you are uploading a different number, or, if it is a duplicate of one you have already added, there is nothing more to do.

Re-uploading several invoices at once

You can re-upload in bulk using a CSV or Excel file, up to 200 invoices per file. See How to structure invoice CSV & Excel files for the format Adfin expects.

Whatever the file type (CSV, Excel, PDF or image), Adfin matches invoices by their invoice number, so the duplicate-number rule above applies to every upload.

Re-syncing from Xero or QuickBooks

If your invoices flow into Adfin automatically from Xero or QuickBooks, you make the change in your accounting software and let it sync across, rather than uploading a file into Adfin.

The invoice has not appeared in Adfin

Open the invoice in your accounting software, click Edit, then Update (or Save) without changing anything. This prompts Adfin to import it again. The most common reason an invoice does not come through is a missing customer contact, so check the contact details are complete first.

The invoice should appear in your Adfin Payments view within a few minutes. Refresh the page to check.

For the full steps, including the other settings to check before you re-save, see How to retrigger an invoice import from Xero to Adfin.

You changed the invoice in Xero or QuickBooks and Adfin still shows the old details

If you edited an invoice in your accounting software (for example the amount or the due date) and Adfin still shows the old version, prompt the sync the same way: open the invoice, click Edit, then Update (or Save). The updated details should reach Adfin within a few minutes.

For invoices that sync from Xero or QuickBooks, your accounting software is the source of truth. If you change the amount, dates, invoice number, tax rate or line items directly in Adfin, the next sync from Xero or QuickBooks will overwrite that change. To make a change stick, make it in your accounting software. This only applies while the invoice is still open: once it has been sent or paid, the sync stops changing it.

You deleted the invoice in Adfin but it still exists in Xero or QuickBooks

Deleting an invoice in Adfin does not remove it from your accounting software. If the invoice is still in Xero or QuickBooks, you do not need to re-upload anything. Open it there, click Edit, then Update (or Save), and it will sync back into Adfin. Refresh your Payments view to check.

If your aim was simply to stop Adfin collecting this invoice, do not delete it. Void it instead: voiding cancels the collection and, unlike deleting, is not undone by the next sync. You can void it in Adfin, or void it in Xero or QuickBooks and let the void sync across.

Replacing a synced invoice with a corrected one

If an invoice came from Xero or QuickBooks and you want to replace it with a corrected version, delete the original in Adfin first. That frees up its invoice number. Then void the original in your accounting software and raise the corrected invoice there as normal, and it will sync across.

If you only voided the original in Adfin, or left it as it was, and then raise a new invoice with the same number in Xero or QuickBooks, the new one will not import. The original invoice number is still in use, so Adfin flags a duplicate invoice number and adds a task to your account. Delete the original in Adfin to free the number, then let the new invoice sync across.

Re-uploading or re-syncing an invoice into Adfin