How to Void and Invoice

The ‘Voided’ status has been introduced for invoices. Changing an invoice’s status to Voided indicates it is no longer active, but will not completely remove it from the system.

Voiding an invoice is a feature available to all customers who use invoices; there are no flags that need to be turned on in order to use this feature.

This article covers voiding logic, how to void an invoice, viewing voided invoices, and how voiding affects QuickBooks Online and QuickBooks Desktop,

Voiding Logic

Perhaps the most important aspect of the voiding feature is that invoices that have been paid cannot be deleted. This is critical for record-keeping purposes.

Once voided, an invoice cannot be edited, and payment cannot be accepted; the Manual Entry and Payment buttons become disabled within an invoice.

Voided invoices will retain their invoice numbers, as these invoices are still recorded in our system.

Voided invoices can still be deleted as well.

Voiding an Invoice

Invoices can be voided in several places, including the Invoices tab on Buildings and Accounts, Invoice Listing Screen, and Invoice Detail Screen.

From Building, Account, or Invoice Listing Screen

To void an invoice from a Building, Account, or Invoice Listing Screen, navigate to the desired screen and locate the actions menu to the right of the invoice. Here, you’ll see a blue icon indicating the invoice can be voided.

Clicking this button opens a modal asking you to confirm this action. ‘Ok’ will mark the invoice as ‘Void’ while ‘Cancel’ will close the modal and the invoice’s status will remain the same.

After voiding the invoice, a green success message will display indicating the change was successful.

Additionally, after voiding an invoice, the blue void icon will become disabled. Importantly, this means an invoice cannot be un-voided. Should you have voided by accident, you will need to create a new invoice.

From Invoice Detail Screen

To void from the Invoice Detail Screen, navigate to your desired invoice and click the 3 dots next to the Edit icon at the top of the screen. A dropdown will appear with additional actions, one of which being Void.

Clicking Void opens the same confirmation modal as the previous process. Once confirmed, the invoice’s status will change to Voided.

Additionally, this change will be reflected in the Invoice History section of the invoice.

Viewing Voided Invoices

Once an invoice has been voided, it is hidden from all backend views by default. However, by filtering the Status to ‘Voided,’ users can still view these invoices.

Voided invoices will not be counted in calculations throughout the backend as well. For example, The Invoice Insights page and Revenue Generated widget within the Inspections Insights page will not use voided invoices in their calculations.

Voided invoices will still appear in the Related section on Inspections, Work Orders, and Proposals. The status will be displayed next to the invoice.

On the Customer Portal and iPad, voided invoices cannot be displayed, even with filters.

Implications on QBO and QBD

If an invoice has been connected with QuickBooks, it cannot be deleted or voided. Both the delete and void icons will be disabled in this case.