Comparing Document Revisions
LiteWork’s revision comparison tool shows you exactly what changed between different versions of an invoice or quote. See side-by-side differences with highlighted changes, making it easy to track negotiations, scope changes, and pricing adjustments.
This feature is essential for understanding how documents evolved and resolving disputes about what was agreed upon.
Why Compare Revisions?
Common Scenarios
- Client disputes: “You originally quoted $1,000, not $1,500!”
- Scope verification: See what items were added or removed
- Price changes: Track negotiated discounts
- Audit trail: Document changes for accounting
- Team review: See what colleague changed
Benefits
- ✅ Visual diff showing exact changes
- ✅ Field-by-field comparison
- ✅ Line item differences highlighted
- ✅ Before/after values clearly marked
- ✅ Export comparison report
Accessing Revision Comparison
Method 1: From Revision History
- Open the invoice or quote
- Click “Revision History” button (usually in header)
- Revision history panel appears
- Select two revisions to compare:
- Check the box next to the first revision
- Check the box next to the second revision
- Click “Compare Selected” button
- Comparison modal opens
Method 2: Quick Compare
- In Revision History panel
- Hover over any revision
- Click “Compare to Current” icon
- Instantly compares that revision to the latest version
Keyboard Shortcut
From Revision History panel: Cmd/Ctrl + C to compare selected revisions.
Understanding the Comparison View
Layout
The comparison modal shows:
- Left side: Older revision (what it was)
- Right side: Newer revision (what it became)
- Header: Revision numbers and dates
- Summary: Count of changes (fields modified, items added/removed)
Color Coding
- Red: Removed or decreased values
- Green: Added or increased values
- Blue: Modified text or dates
- Gray: Unchanged fields
Field-Level Comparison
Document Fields
The comparison shows changes to:
- Invoice/Quote number
- Date and due date
- Client information
- Reference numbers
- Shipping information
- Notes and terms
- Totals (subtotal, tax, total)
Example Field Comparison
| Field | Revision 1 (Old) | Revision 2 (New) |
|---|---|---|
| Invoice Date | 2024-11-01 | 2024-11-05 |
| Due Date | 2024-11-15 | 2024-11-20 |
| Reference | (empty) | PO-12345 |
Line Item Comparison
Added Items
Items that appear in the new revision but not the old:
- Highlighted in green
- Labeled “+ Added”
- Shows full item details
Example:
+ Added: Website Maintenance (1 x $200 = $200)
Removed Items
Items that were in the old revision but removed:
- Highlighted in red
- Labeled “– Removed”
- Shows what was deleted
Example:
- Removed: Logo Design (1 x $500 = $500)
Modified Items
Items that exist in both but changed:
- Highlighted in blue
- Labeled “~ Modified”
- Shows before/after values
Example:
| Field | Before | After |
|---|---|---|
| Description | Website Design | Website Design |
| Quantity | 1 | 1 |
| Unit Price | $1,000 | $900 |
| Line Total | $1,000 | $900 |
Unchanged Items
Items that didn’t change:
- Shown in gray or muted color
- Labeled “Unchanged”
- Can be hidden to focus on changes (toggle option)
Section Comparison
If your document uses sections:
- Section additions/deletions are tracked
- Section renames are highlighted
- Items moved between sections are shown
Example:
Section "Phase 1" → Renamed to "Design Phase" Item moved from "Phase 2" to "Phase 1"
Totals Comparison
Summary
The comparison shows changes to:
- Subtotal
- Tax amount
- Total
- Discount (if applied)
Example Totals Comparison
| Field | Revision 1 | Revision 2 | Change |
|---|---|---|---|
| Subtotal | $1,000.00 | $1,200.00 | +$200.00 |
| Tax (10%) | $100.00 | $120.00 | +$20.00 |
| Total | $1,100.00 | $1,320.00 | +$220.00 |
🔍 Analysis: The total increased by $220 due to an added line item.
Comparison Summary
Change Count
At the top of the comparison, you’ll see:
- X fields changed
- Y line items added
- Z line items removed
- W line items modified
Example:
📊 Comparison Summary: 3 fields changed 1 line item added 0 line items removed 2 line items modified Total change: +$220.00
Comparison Actions
Export Comparison
- In the comparison modal
- Click “Export” button
- Choose format:
- PDF: Visual report (formatted)
- CSV: Data export (for spreadsheets)
- Download file
Use case: Send comparison report to client showing requested changes.
Print Comparison
- Click “Print” button
- Print dialog opens
- Print or save as PDF
Restore Older Revision
If you decide the older version was better:
- In the comparison view
- Click “Restore [Older Revision]”
- Confirm restoration
- Creates a new revision with the old content
⚠️ Note: Restoration creates a new revision; it doesn’t delete the newer revision.
Advanced Comparison Features
Comparing Non-Sequential Revisions
You can compare any two revisions:
- Revision 1 vs Revision 5 (skip intermediate versions)
- See cumulative changes
- Useful for “before negotiation” vs “after negotiation” comparison
Filtering Comparison
Show only specific types of changes:
- Only added items
- Only removed items
- Only price changes
- Only field changes
Use the filter dropdown in the comparison modal.
Inline vs Side-by-Side View
- Side-by-side (default): Two columns showing before/after
- Inline view: Single column with changes highlighted inline
Toggle view mode with the “View” button.
Use Case Examples
Example 1: Client Dispute
Scenario: Client claims you quoted $5,000, but invoice says $6,000.
Solution:
- Open Revision History
- Compare original quote (Revision 1) to final invoice (Revision 3)
- Show client that Revision 2 added $1,000 for extra features they requested
- Export comparison PDF as proof
Example 2: Team Review
Scenario: Colleague edited invoice while you were away. What changed?
Solution:
- Open invoice
- View Revision History
- Compare your last revision to current
- See that colleague adjusted due date and added reference number
Example 3: Audit Trail
Scenario: Accounting needs to know why invoice amount changed after posting to Xero.
Solution:
- Compare revision before posting vs after editing
- See that a line item quantity increased from 5 to 10
- Export comparison report for audit file
Best Practices
1. Add Revision Notes
When creating revisions, always add notes:
- “Client requested discount”
- “Added rush delivery fee”
- “Removed optional services”
Notes appear in comparison view and provide context.
2. Compare Before Sending
Before sending a revised quote:
- Compare to previous version
- Verify all changes are intentional
- Export comparison to attach with revised quote
3. Archive Comparison Reports
- Save comparison PDFs with your records
- Especially for contract changes
- Useful for dispute resolution
4. Use for Client Communication
When sending revised quote:
“Attached is the revised quote reflecting your requested changes. See comparison document for a summary of what changed.”
Troubleshooting
Can’t select two revisions
Solution: You need at least 2 revisions to compare. If document only has 1 revision (the original), create a revision first.
Comparison shows no changes
Solutions:
- You may have selected the same revision twice
- Refresh the page and try again
- Check that the revisions are actually different
Missing line items in comparison
Solution: Ensure both revisions have fully loaded. If using a slow connection, wait for data to sync before comparing.
Common Questions
Can I compare revisions across different documents?
No. Comparisons only work within a single document’s revision history. Each invoice/quote has its own revision chain.
Does comparison work with Xero-imported invoices?
Yes! If you import from Xero multiple times, each import creates a revision, and you can compare them.
Are comparisons stored?
No. Comparisons are generated on-demand. If you want to keep a comparison, export it as PDF.
Can I compare more than two revisions at once?
No. Comparisons are always between two revisions. For three or more, compare sequentially (1 vs 2, then 2 vs 3).
What’s Next?
Learn more about revisions:
- Document Revisions Explained – Understand revision concepts
- Creating and Managing Revisions – Practical revision guide
- Resolving Sync Conflicts – Compare LiteWork vs Xero versions