Void or delete an invoice

Overview

When a whole invoice is wrong, there are two ways out. Void is the normal one: the invoice keeps its number and the Void mark, and its charges return to Services to Invoice to be invoiced again once corrected. Delete is for cleanup: the invoice, its lines and its charges disappear as if they never existed.

Before you start

• Permission Void/Delete Invoices (Super Admin and Admin by default). Accounting works invoices but doesn’t destroy them.
• The invoice must have no recorded payments.
• If it was already exported to accounting, it can only be voided.

Void or delete: the difference

Void step by step

1. Open the invoice and click Void.
2. Read the notice: charges return to pending, the number is kept and an invoice with payments cannot be voided.
3. Type the Reason (required, up to 500 characters).
4. Confirm. The page shows the banner “This invoice is VOID. Its charges went back to the pending pool.” with the reason.

What happens when voiding

• System charges go back to Services to Invoice. If you do nothing, the nightly run invoices them again on a new invoice, with a new number. Fix what caused the error first (rate, packaging, terms).
• Manually entered lines don’t return: the message says how many (“N manually captured line(s) do NOT return to the pending pool — recapture them on the new invoice if they still apply”).
• If the invoice had been exported, the message reminds you to record the credit note in accounting: the void doesn’t travel in the QuickBooks file.
• The voided invoice leaves Receivables and the overdue filter, can no longer be emailed and cannot be modified.
• The “Total revenue” KPI stops counting it.

Delete step by step

1. Open the invoice and click Delete invoice.
2. The window explains that invoice, lines and charges are deleted for good and suggests voiding if you will rebill.
3. Click Delete for good. You land on the list with “Invoice … deleted along with its charges.”

What happens when deleting

• The charges are deleted: they don’t return to the pool or get regenerated, not even if someone edits the accessorial they came from.
• Backup documents uploaded to the invoice are deleted with it.
• The number is not reused: the sequence skips it.

Use it for test invoices or invoices generated by accident on charges that shouldn’t exist.

When it isn’t allowed

• With payments: “This invoice has recorded payments — revert the payment before voiding” (or “reverse the payment before deleting”). Since there is no way to reverse a payment on screen, contact support. Meanwhile, correct with lines.
• Exported and you want to delete: “This invoice was already exported to accounting — it can no longer be deleted. Void it instead (and register the credit note in your accounting system).”
• Already voided: “This invoice is already void.”

Example: rebill at the right price

Invoice INV-2026-00140 for Valley Distributors went out with handling at 15.00 instead of 12.00 because their rate hadn’t been entered.

1. Enter the 12.00 rate on their rate card. (Charges don’t change on their own.)
2. Void INV-2026-00140 with the reason “Rate not entered”.
3. In Services to Invoice, open the handling charge: it is still at 15.00. Generate its invoice and fix the line’s rate to 12.00.

For a single wrong charge, it is usually faster to edit the line on the original invoice, without voiding.

Best practices

• Void by default; delete only tests or obvious duplicates.
• Write reasons someone else will understand a year from now.
• Fix the cause before the next night, or the charges get invoiced the same way again.
• Tell accounting about every void of an exported invoice.

Troubleshooting

FAQ

Can a void be undone?

No. The voided invoice stays that way; its charges have already returned and are invoiced again.

Is a deleted invoice’s number reused?

No. The sequence moves on and that number is left without an invoice. That is why, if the number was already given to the client, you should void instead of deleting.