How to Freeze and Unfreeze Invoices in the Booking System (for Xero Export)

⚡ Quick Answer

• Solution: Freeze an invoice from the invoice dropdown so it can be sent to Xero unpaid. Add a due date if freezing is blocked.

Before You Start

• You’re viewing a booking that already has a created invoice

• The invoice has a due date (required to freeze)

• You understand that frozen invoices cannot be edited

• You’re aware that freezing a deposit invoice auto-freezes the balance invoice

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Main Process

Phase 1: Freezing an Invoice

Watch Video.

1. Go to the Created Invoice
   Scroll down within the booking to find the Created Invoice section.

2. Open the Invoice Dropdown
   Click the dropdown menu (⋯) on the invoice.

3. Select “Freeze Invoice”
   Choose Freeze Invoice from the dropdown.

4. (If blocked) Add a Due Date

   • If the system prevents freezing, it means no due date is set.

   • Add a due date, save, reopen the dropdown, and select Freeze Invoice again.

5. Confirm Success
   The invoice will show as Frozen and can now be sent to Xero unpaid.

Important behaviors:

• Freezing a deposit invoice → the balance invoice auto-freezes.

• Frozen invoices cannot be changed; modifying the booking afterward will generate a third invoice.

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Phase 2: Unfreezing the Balance Invoice

1. Locate the Balance invoice in the booking.

2. Open the dropdown menu (⋯).

3. Select Unfreeze.

4. Make changes to the booking; the balance invoice will update automatically with the new price.

Optional behavior:

• You do not have to freeze deposit invoices.

• You may freeze only the balance invoice if needed.

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Troubleshooting

Problem	Why It Happens	Solution
Cannot freeze invoice	Missing due date	Add a due date → try freezing again
A third invoice appeared	You changed the booking after the balance was frozen	Expected behavior; frozen invoices cannot update so a new invoice is generated
Cannot edit the balance invoice	It is frozen	Unfreeze → make changes → refreeze if needed

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Problem Context

This solves:

• Sending invoices to Xero without marking them as paid

• Locking invoice amounts so they cannot be changed

• Managing bookings where deposit and balance invoices behave differently when frozen

You'll know you need this when:

• You want to export an invoice to Xero but the system won’t allow it because it’s not frozen

• You changed a booking and suddenly see a third invoice

• You need to update a balance invoice but it’s locked

• You only want to freeze the balance invoice, not the deposit

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🤖 For AI Support

• Intent: User wants to freeze or unfreeze an invoice so it can be sent to Xero or edited.

• Decision tree:

  • If user wants to send to Xero → check if invoice is frozen → if not, freeze → if blocked, add due date.

  • If user wants to edit invoice → check if balance invoice is frozen → unfreeze first.

  • If user reports a third invoice → confirm booking changes were made after freezing.

• Escalate when:

  • User reports freezing still fails even with a due date

  • Invoice states cannot be changed despite unfreezing

  • Xero export fails for frozen invoices