It’s not uncommon for business partners or customers to ask for an invoice to be reissued because they lost it or found an error in it. However, when an invoice that has already been issued is reissued, it’s important to follow accounting procedures and communicate smoothly with the client.

This article explains the procedures, writing guidelines, and important points to consider when reissuing invoices in Japan, and will also provide a sample request email.

What’s in this article?

• Invoices can be reissued
  
• Qualified invoices can also be reissued
  
• When and how to reissue an invoice
  
• How to create a reissued invoice
  
• Sample email requesting a reissued invoice
  
• Key points on reissuing invoices
  
• How to reduce the number of reissued invoices
  
• How Stripe Invoicing can help
  

Invoices can be reissued

It’s often thought that invoices cannot be reissued after they’ve been sent to a business partner. In reality, it’s possible to reissue an invoice even after it’s been sent. The procedure for doing so will vary depending on the reason and details that made that reissue necessary.

For example, if an invoice is lost, a new copy can be issued with the same contents. On the other hand, if the original invoice contained errors, such as an incorrect amount or date, a corrected invoice should be issued. The procedure for reissuing an invoice varies depending on which party discovered the error.

Whatever the case for invoice reissuance, it’s important to respond in accordance with both your own company's accounting rules and your business partner's operational practices.

Qualified invoices can also be reissued

Qualified invoices that are compliant with the Qualified Invoice System can be reissued.
However, when reissuing one, utmost care must be taken to ensure that critical details such as the invoice number, invoice issue date, registration number, and tax rate remain consistent with the original invoice.

When reissuing an invoice, it’s advisable to include a note such as “Reissued Copy” or “Revised Version” in the title or remarks field to clearly indicate its relationship to the original invoice.

When and how to reissue an invoice

Here are the typical cases where it’s necessary to reissue an invoice, along with the procedures for handling each situation.

When an invoice is lost or damaged

When an invoice needs to be reissued without any changes to its contents, clearly indicate “Reissued” in the title or remarks field to distinguish it from the original invoice, and then reissue it with the same content.

When there are errors in the amount or other details

If there are errors in the amount, tax rate, or other content, create a new invoice reflecting the corrected information and reissue it to the client.

The erroneous invoice will be treated as “incorrectly sent” or “sent in error” and the reissued version will be considered the official invoice.

When there is a change to the company name or registration number

If there are any changes to the company information, reissue the invoice based on the latest information.

If you’re using electronic invoicing, a cloud-based invoicing system such as Stripe Invoicing can make it easier to resend invoices using a built-in “resend” feature.

How to create a reissued invoice

When reissuing an invoice, it’s important to maintain consistency with the original invoice's requirements while clearly indicating that it’s a reissued document.

Use the title and remarks section

The format for reissued invoices can be the same as for regular invoices, but it's helpful to clearly state “Invoice (Reissued)” in the title and include the reason for reissue in the remarks field, such as “Reissued due to loss of original invoice” or “Replaced due to content correction.”

Use the original date of issue

When reissuing an invoice, the original invoice date should generally be used as the issue date. If you want to include the date it was reissued, you can add something like “Reissued on: [Month] [Day], [Year]” to the remarks field.

Add a subnumber to the invoice number

For invoice numbers, a subnumber is usually appended to the end of the original invoice number as a way to indicate that it has been reissued. For example, if the original invoice was No. 1000, the reissued invoice would use No. 1000-1.

Check the contents

When reissuing an invoice due to loss or damage, ensure that the details—such as the payee name, amount, tax rate, payment due date, and payee account information—match the original.

If you find any errors in the contents, issue a new invoice with that section corrected and handle it as a replacement. Do not attempt to correct the original document by overwriting or using a correction stamp.

Sample email requesting a reissued invoice

If you’re the party requesting that an invoice be reissued, be aware that your request may cause an inconvenience to your business partner. Therefore, aim for a polite and concise message to facilitate a smooth process. Clearly explain the reason for the reissue and provide all necessary information so the recipient can process the request efficiently.

Here’s an example of how to request a replacement for a lost invoice.

Subject:
Request to reissue invoice for [Month]

Email body text:
[Recipient's company name]
[Name of recipient's representative]

I hope this email finds you well.
This is [your name] from [company name].

I regret to inform you that I have misplaced the invoice for the month of [Month] that you kindly sent the other day.

I apologize for the inconvenience, but could you please reissue the invoice? It can be sent to the same address as before.

Again, I apologize for the trouble and I appreciate your assistance in this matter.

[Your company's name]
[Your company's account representative and department name]
[Your company's telephone number]
[Your company's email address]

Key points on reissuing invoices

When reissuing an invoice, it’s important to maintain consistency in the transaction details. Let's review the points that require particular attention.

Clearly state that it’s a reissued invoice

Even if a client requests that an invoice be reissued, the person making the request and the person handling the transaction may not be the same. To prevent the client from accidentally double-processing an invoice during the accounting process, be sure to clearly indicate on the invoice that it’s a reissue.

Avoid crossing out errors or using a correction stamp

Invoices are important documents that serve as proof of transactions. Using double lines to cross out an error or using a correction stamp to correct qualified invoices may be viewed as unacceptable by the tax office or auditors. If there are errors in the content, it’s safest to replace the old invoice by correcting it and issuing a new one.

Include an apology note when reissuing

When reissuing an invoice due to errors on your company’s part, be sure to include an apology and handle the situation with sincerity. In such cases, you should inform the recipient of the mistake as soon as possible via email or phone, using a message similar to the following.

Subject:
Apology for error on invoice

Email body text:
[Recipient's company name]
[Name of recipient's representative]

I hope this email finds you well. This is [name] from [company name].

We have discovered the following error in the invoice for [month] that we sent to you recently. I sincerely apologize for the error.

Error: [Product name and incorrect amount]
Correction: [Product name and correct amount]

I have reissued the invoice with the corrected amount. Please confirm at your earliest convenience. I apologize for the trouble, but please discard the original invoice.

I sincerely apologize for the inconvenience caused by our oversight. We will further strengthen our internal verification system and strive to prevent similar errors from occurring in the future.

We look forward to doing business with you in the future.

[Your company's name]
[Your company's account representative and department name]
[Your company's telephone number]
[Your company's email address]

How to reduce the number of reissued invoices

Reissuing invoices is a burden for both parties involved (issuer and recipient), so it’s important to put measures in place to minimize the likelihood of having to reissue invoices.

For example, using a cloud service such as Stripe Invoicing allows you to register client information, amounts, and bank details as templates. This prevents errors and omissions caused by manual data entry, reducing the need to reissue invoices.

Because these services can also store invoice histories, including when they were issued and sent, they can also help reduce the risk of problems such as lost or damaged invoices.

How Stripe Invoicing can help

Stripe Invoicing simplifies your accounts receivable (AR) process—from invoice creation to payment collection. Whether you’re managing one-time or recurring billing, Stripe helps businesses get paid faster and streamline operations:

• Automate accounts receivable: Easily create, customize, and send professional invoices—no coding required. Stripe automatically tracks invoice status, sends payment reminders, and processes refunds, helping you stay on top of your cash flow.
  
• Accelerate cash flow: Reduce days sales outstanding (DSO) and get paid faster with integrated global payments, automatic reminders, and AI-powered dunning tools that help you recover more revenue.
  
• Enhance the customer experience: Deliver a modern payment experience with support for 25+ languages, 135+ currencies, and 100+ payment methods. Invoices are easy to access and pay through a self-serve customer portal.
  
• Reduce back-office workload: Generate invoices in minutes and reduce time spent on collections through automatic reminders and a Stripe-hosted invoice payment page.
  
• Integrate with your existing systems: Stripe Invoicing integrates with popular accounting and enterprise resource planning (ERP) software, helping you keep systems in sync and reduce manual data entry.
  

Learn more about how Stripe can simplify your accounts receivable process, or get started today.