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How to Revise or Modify a Bill

This article explains when to use each of the two actions in the Modify Bill modal: Add Bill Adjustment (creates a new revision bill) and Modify Bill Details (edits the original bill). Each action produces a different accounting and sync outcome.

Modify Bill Modal Overview

The Modify Bill modal supports two distinct operations. They look similar inside the modal but produce different results, so choose based on what you are trying to accomplish.

  • Add Bill Adjustment (revision). Creates a new, separate bill linked to the original. The original bill is NOT changed. Use this for adding a missed charge.
  • Modify Bill Details. Edits the fields on the original bill in place. Use this only to correct information on the original record.

When you open the modal, the system automatically proposes a revision bill number in the format {OriginalBillNumber} R{N} (for example, ABC1234 R1). You can accept the proposed number or enter your own.

Auto-populated for revisions. Editable.

Which option should I use?

Situation Use
Add a charge that was missed on the original bill Add Bill Adjustment
Correct a typo or adjust a due date on a bill that has NOT been synced externally Modify Bill Details
Bill has already been synced to QuickBooks Online or another accounting system Add Bill Adjustment (preserves integrity on the external side)
Carrier submitted a revised invoice for the same charge Add Bill Adjustment

Modify Bill Details overwrites data on the original record and does NOT re-sync to external accounting systems. Prefer Add Bill Adjustment whenever a clean audit trail matters.

Add Bill Adjustment

⚠ IMPORTANT - Read before using Add Bill Adjustment

Revision bills created through this workflow do NOT trigger downstream automation. The following will not run for a revision bill:

  • QuickBooks (and other external accounting) sync - the new revision bill will not sync automatically.
  • Create Invoice webhooks - subscribers will not receive a webhook for a revision’s matching invoice.
  • Invoice Delivery - the revised invoice will not be queued for automated delivery to the customer.

If the original bill or invoice has already been synced to your accounting platform, any changes you make here must be manually adjusted on the accounting platform side. Tai cannot push these revisions through the integration, so leaving the external system un-reconciled will cause drift between Tai and your books.

Plan for manual cleanup before you click Save. If you are not sure whether the original bill synced, check Accounting > Accounting Sync History before proceeding.

Use this option to add a new charge to a bill that is already approved or paid.

Steps

  • Pull up the shipment: locate and open the shipment that contains the bill you want to revise.
  • Click on Accounting.
  • Select Modify Bill.
  • Choose Add Bill Adjustment.
  • Add the additional charge(s).
  • Review the Recalculate Commissions option (see below).
  • Optionally enable Include Invoice Revision if the customer invoice also needs a matching change.
  • Save.

Result

  • A new, separate bill is created with an R1, R2, etc. suffix on the bill number.
  • The new bill is linked to the original via an Original Bill ID reference.
  • The original bill is untouched; its amount, bill number, and prior sync history remain as they were.
  • Any accessorial already present on the original bill is not selectable for the adjustment; only genuinely new charges can be added this way.

Recalculate Commissions

Leave on when the adjustment should flow into commission calculations.

You can toggle Recalculate Commissions on when adding the adjustment:

  • If the shipment commission has NOT yet been approved, the commission is recalculated in place using the new total.
  • If the commission has already been approved, a separate commission record is generated to cover the delta so the existing approval is not overwritten.

Include Invoice Revision (cross-link to the customer invoice)

If the charge being added should also appear on the customer invoice, enable Include Invoice Revision. This simultaneously creates a matching invoice revision so the sell side is adjusted alongside the buy side. For more on invoice revisions, see https://learn.tai-software.com/knowledge/revise-invoice.

Modify Bill Details

Use this option to correct fields on the original bill itself.

Editable fields

  • Amount
  • Bill Number
  • Bill Date
  • Bill Due Date

When NOT to use this option

  • If the bill has already been synced to an external accounting system such as QuickBooks Online. Changes made here do NOT re-sync, and the external system will drift out of alignment. Use Add Bill Adjustment instead so both systems see a clean additive change.

Troubleshooting

  • If a revision bill is not appearing under the original shipment, confirm the adjustment was saved and look for a bill with an R1 (or higher) suffix. Revisions do not replace the original row; they appear alongside it.
  • If commissions did not recalculate, confirm the Recalculate Commissions toggle was on at the time of save and that a commission exists for the shipment.
  • If Modify Bill Details is unavailable, the bill may already be in a state that prevents direct edits. Add a bill adjustment instead.
  • When a Modify Bill Details change was made after sync and the external accounting system is now out of alignment, reconcile manually in the external system and consider creating an adjustment record there as well.
  • For carriers with factoring or Quick Pay arrangements, remember that revision bills inherit the original vendor assignment and can affect downstream payment processing. Verify the vendor on the revision matches your intent.