Void an invoice

Void an invoice when it should never have been issued: the wrong customer, a duplicate, or work that was called off. Voiding keeps the invoice, its number and its lines, marks it Void with your reason, and posts a reversing entry so it no longer counts in your books.

Who can do this

Owners, and Staff whose Team has Void an invoice. Without it, Void invoice is hidden.

1. Open the invoice — Go to Invoices and open the issued invoice.

2. Choose Void invoice — Open More and choose Void invoice. From the list, choose Void in the row’s menu; the invoice opens with the same dialog.

3. Give a reason — Void this invoice? explains that it posts a reversing entry and can’t be undone. Enter the Reason.

4. Confirm — Press Void invoice.

Screenshot: The Void this invoice? dialog with the required Reason box and the Void invoice button

The Void this invoice? dialog with the required Reason box and the Void invoice button

What happens next

• A toast says Invoice voided.
• The invoice shows Void, with “Voided on” the date and your reason. Its Activity records who voided it.
• In the Invoices list it shows Void, and its balance shows “—”.
• Nothing is deleted. The number stays used, so your sequence has no gaps.
• It’s no longer counted as owed, reminded or included in your receivables.

Danger

Voiding can’t be undone. If the customer still owes part of the invoice, issue a credit note for the part that’s wrong instead.

When you can’t void

• No reason — you’ll see “A reason is required to void an invoice.”
• Payments are on it — Spine refuses with “Cannot void an invoice with payments allocated against it”. Issue a credit note instead. If the payment was put on this invoice by mistake, move it off first; see Payments and receivables.
• A draft — a draft isn’t issued, so there’s nothing to void. Delete it instead.
• An opening balance — invoices brought in from your old system can’t be voided.