Invoice dates seem like a small detail—until they’re wrong. A customer disputes when they paid. Your monthly report doesn’t match your bank statement. An invoice created yesterday needs to reflect a job completed last week. Suddenly, that small detail becomes a real problem.

Today, we’re announcing an important update to Pitstop’s invoicing system: the ability to modify invoice dates and payment dates—with built-in safeguards to maintain the trust and accuracy your business depends on.

This update reflects a careful balance between flexibility and integrity. Let us explain why we built invoicing the way we did originally, what’s changed, and how the new system protects you while giving you the control you’ve asked for.

Key Features of New Update

1. Updating Invoice Dates (For Unpaid Invoices Only)

You can now adjust the date of an invoice before payment is received. This is perfect for:

• Aligning billing dates with customer POs.
• Correcting administrative errors before the deal is closed.
• Restriction: Once an invoice is Fully Paid, the Invoice Date is locked.

2. Updating Payment Dates

Sometimes, the money arrives before or after you click the button.

• Use Case: A customer makes a bank transfer on Friday night. You only check your bank statement and record it in Pitstop on Monday morning.
• The Fix: You can now record the payment on Monday but set the Payment Date back to Friday. This ensures your “Cash Flow Reports” accurately reflect when the money actually hit your bank account, not just when your staff did the data entry.

Security First: The “Edited” Flag

To prevent the fraud risks we originally guarded against, Pitstop has introduced a strict Audit Trail.

• Notification of Change: Any time a date is manually modified, the system tags the transaction.

You might ask: “Why can’t I change the Invoice Date for a PAID invoice?”

The answer lies in Tax and Accounting Integrity. Once an invoice is paid, the transaction is effectively “closed” for that accounting period. Allowing a change to the invoice date after payment could:

1. Disrupt Tax Filings: Moving a paid invoice from March to February could mess up your SST or tax submissions.
2. Break Reconciliation: If the invoice date changes but the payment collection date remains the same, it creates gaps in aging reports.

By allowing changes only on unpaid bills and payment timestamps, Pitstop ensures you have the flexibility to run your business without breaking the rules of accounting.