Mastering Invoice Updates in Wild Apricot with Make

Have you ever found yourself in a situation where you need to update invoices in Wild Apricot using the API, but you're not sure how to go about it? You're not alone. Many users have been able to Void and Delete invoices, but updating an invoice, for instance, updating the memo or the cost on the invoice, has proven to be a challenge.

There isn’t a pre-defined Make connection for updating an invoice. However, there is a PUT in the API documentation that looks like what we should be using, along with the Make Wild Apricot “Make an API Call”. The question then becomes, what information do we pass to Wild Apricot to make an update for a particular invoiceid?

Step-by-Step Solution

As mentioned in the documentation, you need to make an API call from the Wild Apricot module to update the invoice. Since it is a PUT request, you need to send the invoice object to the endpoint. Here's a sample payload you can adjust for your use to modify an invoice with the PUT to /accounts/{{accountID}}/invoices/{{invoiceID}}:

{
    "Id": {{invoiceID}},
    "DocumentNumber": "2000",
    "OrderType": "Undefined",
    "OrderDetails": [
        {
            "Value": 20,
            "Notes": "item 1",
            "OrderDetailType": "Unspecified",
            "Taxes": null
        },
        {
            "Value": 50,
            "Notes": "item 2",
            "OrderDetailType": "Unspecified",
            "Taxes": null
        }
    ],
    "Memo": "my private memo",
    "PublicMemo": "my public memo",
    "DocumentDate": "2022-12-16T14:40:11+00:00",
    "CreatedDate": "2022-12-16T14:40:11"
}

Troubleshooting Tips

If you're adding late fees to an invoice, you’ll need to store the existing line items and add them with your late fees when updating the invoice. Otherwise, the PUT will just add the late fees and erase the other items.

Conclusion

Updating invoices in Wild Apricot using the API may seem daunting at first, but with the right steps and understanding of the process, it becomes a lot easier. Remember to always store the existing line items when adding new ones to avoid losing data. Happy invoicing!

You do have further questions?

Ask your question via E-Mail: Richard@make-app.de
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