When Hoops is connected to Xero, invoices can continue to be edited and re-synced from Hoops until payments are applied to the invoice in Xero.
Once a payment has been matched or reconciled in Xero, Xero places restrictions on editing that invoice. This affects what can be updated from Hoops and is one of the most common causes of invoice sync confusion.
This guide explains how invoice locking works, why it happens, and how to resolve it if changes are required.
Why Xero Prevents Invoice Changes
Xero locks invoice editing once payments are applied because changing invoice values after reconciliation could create accounting inconsistencies.
For example:
quantities could change
pricing could change
tax totals could change
invoice totals could no longer match recorded payments
Because of this, Hoops cannot overwrite or modify invoices that have payments attached.
This is a restriction enforced by Xero itself.
Example Scenario
Invoice Can Still Be Edited
An invoice is sent from Hoops to Xero.
The accounting status in Hoops shows:
Waiting Payment
Overdue
Because no payments have been applied yet, the invoice can still be edited from Hoops.
You can:
update quantities
change pricing
modify line items
re-sync the invoice to Xero
Invoice Can No Longer Be Edited
A payment is later matched against the invoice in Xero.
The Accounting Status in Hoops updates to:
Partially Paid
Paid
Once this happens:
the invoice becomes locked in Xero
invoice editing becomes unavailable in Hoops
changes can no longer sync across
How to Make Changes to a Paid or Partially Paid Invoice
If changes must be made to the invoice, the payment must first be removed or reversed in Xero.
Step 1: Open the Invoice in Xero
Locate the invoice and open the payment attached to it.
Step 2: Remove and Redo the Payment
Within the payment options, choose:
Remove and Redo
This removes the payment allocation from the invoice and returns the transaction back into the reconciliation queue.
The invoice balance will return to the full outstanding amount.
Step 3: Wait for Hoops to Refresh the Accounting Status
After the payment has been removed in Xero, allow a few moments for the Accounting Status in Hoops to refresh.
The status should update back to:
Waiting Payment
Once this happens, invoice editing will become available again in Hoops.
You can now:
update the invoice
re-sync it to Xero
apply payments again afterward if required
This Is a Xero Limitation
This behavior is controlled by Xero and cannot be overridden by Hoops.
Learn More
Xero Help:
Edit a Paid Invoice
https://central.xero.com/s/article/Edit-an-invoice-US#EditapaidinvoiceRemove Payment from an Invoice or Bill
https://central.xero.com/s/article/Remove-payment-from-an-invoice-or-bill?userregion=true