Invoices in Eano move through three distinct states: Draft, Finalized, and Voided. Understanding what each state means — and what you can do from each one — makes the whole billing process a lot smoother.

When you’re not ready to commit to an invoice — maybe you’re waiting on a number, got pulled away mid-entry, or want to finalize it without notifying the client just yet — use Save Draft. It saves whatever you’ve entered so far, without any validation, without notifying anyone, and without touching your books.

Drafts show up in your invoice list with a Draft status label. They don’t count toward any of your financial totals, and your client can’t see them through the portal until you finalize the invoice.

Drafts get an invoice number assigned right away, so your numbering stays consistent.

When you’re ready to lock the invoice in, you have two options:

Both options are available from inside the invoice editing view and from the options menu on any draft in the invoice list. Either way, the invoice has to pass full validation before it can be finalized — if something’s missing, you’ll be prompted to fix it first.

Finalization is a one-way step. Once an invoice is finalized, it can’t be returned to draft status.

Because a draft has never been finalized, it hasn’t entered your accounting records and your client has never seen it. You can delete it cleanly from the options menu — it disappears from your list.

Finalized invoices can’t be deleted. Once an invoice is live, it’s part of your history. If you need to cancel a finalized invoice, voiding is the right tool.

Voiding cancels a finalized invoice. Use it when you sent the wrong amount, created a duplicate, or need to retract an invoice for any other reason.

Void isn’t a button on the invoice itself — it lives in the More Actions menu. Open the invoice, look to the top-right, and click More Actions; Void is near the bottom of that menu.

If you open that menu and don’t see Void, the invoice’s state is the reason:

The quick read: Delete in the menu means it’s a draft, no Void at all means it’s already paid, and Void available means it’s a finalized, unpaid invoice you can cancel.

A voided invoice:

A couple of constraints around payments:

When you void an invoice, a confirmation dialog gives you the option to notify your client. The “Notify client” checkbox is unchecked by default — tick it if you want Eano to send them a message automatically.

When the notification goes out, your client receives:

By text: Your invoice #[invoice number] for $[amount] has been voided by [the team member who voided it]. Payment is no longer required.

By email: A short note that the invoice has been voided, a button to view it, and a sign-off from your business name.

If you prefer to handle the conversation yourself — or have already spoken to your client — leave the box unchecked.

Not every line on an invoice needs a price. You can add rows that contain only text — useful for section headers, notes about a phase, or any clarification you want your client to see alongside the billable lines.

A row with only a description is valid. It shows just the text; the quantity, price, and amount columns are left blank on the client’s view — no placeholder zeros or dashes.

A completely blank row is also valid. It can serve as a visual spacer between sections.

If you fill in a quantity, a unit price is required too — the two fields go together. Similarly, if you fill in any number field (quantity or unit price), a description is also required.

To finalize an invoice, at least one line item needs a unit price. Description-only rows and blank rows don’t count toward this requirement, but any row with a unit price (including an explicit $0.00) does. Rows linked from other parts of the system — scope lines, expense lines — also count when they’re billable.

If no priced row is present, you’ll see this message when you try to finalize: Your invoice must contain at least one order line with a price. Add a unit cost to at least one row to finalize your invoice.

Fields you leave blank appear blank on the client’s invoice — the system won’t fill in a $0.00 or a default quantity of 1 for a field you intentionally left empty. What you enter is exactly what your client sees.

A few of these rules can feel strict at first, so here’s the thinking behind them. The short version: an invoice is a financial document, and once your client has seen one, its history needs to stay honest.

Drafts get deleted, but finalized invoices get voided. A draft is private scratch paper. Your client has never seen it and it’s never touched your books, so there’s nothing to preserve — you can throw it away with no trace. A finalized invoice is the opposite: it’s been shared with your client, counted in your financials, and possibly synced to QuickBooks. Quietly deleting it would erase a record that you and your client may both have acted on, and leave a gap in your numbering where a real document used to be. Voiding cancels the invoice while keeping it on the books, clearly marked, so the trail stays complete.

Voiding is permanent. A void is a definitive message — to your client, your books, and QuickBooks — that this invoice is off the table. If you could un-void, that message would lose its meaning, and there’d be ambiguity about whether a given invoice is really owed. Keeping it one-way means every voided invoice means exactly one thing. If you need to bill for the same work again, a fresh invoice does that cleanly, with its own number and its own history.

Finalizing is one-way, too. The moment an invoice is finalized, things start happening downstream: it can be sent to your client, it lands in your financial totals, and it syncs to QuickBooks. Letting it slip back to draft would mean unwinding all of that and risking your records falling out of step with what your client already received. If a finalized invoice is wrong, voiding and reissuing keeps everything aligned.

You can’t void mid-payment. If a payment is actively being processed, voiding in that moment could leave money and records out of sync. Waiting until the payment clearly completes or fails means there’s never a question about what happened to your client’s money.

Blank fields stay blank. It would be easy for the system to “helpfully” fill an empty price with $0.00 or an empty quantity with 1. But those aren’t neutral — a $0.00 reads as free, and a quantity of 1 can quietly change a total. By leaving what you left empty actually empty, the invoice shows exactly what you meant, and description-only rows can do their job as notes and headers without pretending to be billable lines.

Finalizing needs at least one priced row. An invoice is, at heart, a request for payment. You’re welcome to load up a draft with notes and headers, but to send something that asks your client to pay, there has to be at least one line that actually charges for something. That’s why description-only and blank rows are free to exist, but they can’t be the whole invoice.

What happens to a draft I never finalize? It stays in your invoice list as a draft. It doesn’t count toward any totals and your client can’t see it. Come back and finish it whenever you’re ready, or delete it if you no longer need it.

Can I un-void an invoice? No. Voiding is permanent. If you need to bill the client for the same work, create a new invoice.

Can I void an invoice the client has already paid? No — once a payment has been made, the invoice can’t be voided; a refund is the path forward. You also can’t void while a payment is still being processed — wait until it completes or fails first.

If I delete a draft, does anything happen in QuickBooks? No. Drafts never sync to QuickBooks — they only sync when finalized. There’s nothing on the QuickBooks side to remove.

Do I have to fill in every field on a line item? No. Completely blank rows are fine, and a row with only a description is fine. The only requirement is that to finalize, the invoice must include at least one row with a unit price filled in.

Can I have a row with a quantity but no unit price? No — quantity and unit price go together. If you enter a quantity, you need to enter a unit price too. A description-only row with neither is fine; a quantity without a price will show a validation error when you try to finalize.

How do I finalize without notifying my client through the platform? Use Save instead of Save & Send to Client. The invoice is finalized and visible through the client portal, but no email or text goes out from Eano. You can share the link through your own channel whenever you’re ready.