Finalizing and revising

Finalizing

Finalizing turns a job into a numbered invoice. Until then, everything on the job is an estimate that moves as you add charges and as storage counts up.

When you finalize:

• Every charge freezes at its current amount
• Storage stops being a running total and becomes a fixed line
• The invoice gets its number
• Your company details, the payer, the claim, the vehicle and the tax rate are copied onto the invoice as they are today

That copy is permanent. Changing your address next year will not alter an invoice you issued this year.

Invoice numbers are assigned at finalize, not when the job is created. Jobs have their own numbers.

The storage-through date

Finalizing asks which date storage is billed through. You can choose a date in the future when you already know the pickup date, and WinchWorks shows the day count before you commit.

It cannot be earlier than the received date, and on a vehicle already collected it cannot be later than the pickup date.

Revising

An issued invoice is never edited. To change one, revise it.

Revising reopens the job so you can correct charges, then finalizing again issues the next version. The invoice keeps its number and gains a version: the PDF reads 3104 · revision 2.

The most common reason is a pickup date that moved. Storage was billed through an estimated date, the vehicle stayed longer, so the invoice is revised before it goes out.

You cannot revise an invoice that has been paid without dealing with the payment first.

What "superseded" means

When you revise, the old version does not disappear. It stays on record, marked Superseded.

Superseded is not cancelled, and it is not void. It means "there is a newer version of this invoice." The money is still owed — on the newer version.

This is the thing most worth understanding on this page. A superseded invoice is a document that has been replaced. A void invoice is one that should never have existed. They look similar in a list and mean opposite things:

Superseded invoices are left out of what you are owed, so they do not double-count against the revision that replaced them.

Voiding

Void an invoice that should not exist — issued against the wrong job, or duplicated.

A voided invoice stays visible with its number. Invoice numbers are never reused and never quietly deleted, so your numbering stays continuous for anyone who checks it later.

You cannot void an invoice with payments recorded against it.

Which version is current?

The job shows the current one. The invoice list shows every version with the superseded ones marked.

If somebody is holding an older version, the number is the same — the version is what differs. 3104 revision 2 replaced 3104.

Because most shops send the invoice at pickup, when the total is final, this rarely reaches a payer. If it does, the sentence that clears it up is: that version was replaced before pickup because the vehicle stayed longer, and the current invoice is 3104 revision 2.