Voiding closes an invoice so it can't be paid or edited. Use it for an invoice made by mistake or one you no longer expect to collect on. It does not undo a payment. If money has been taken, you refund it instead.
Void an invoice
- Open the invoice from Invoices.
- Click the More actions (•••) button at the top right.
- Choose Void invoice.
- A box asks Void this invoice? It says the invoice is closed out permanently, can no longer be paid or edited, and that this cannot be undone. Click Void invoice to confirm.
The status badge changes to Void, and "Canceled — no longer collectible." shows under it.
The same menu also holds Duplicate invoice, Mark as Sent (on a Not sent invoice) and Chargeback pack (PDF) (on paid, partly paid and refunded invoices).
When Void is available
All of these must be true:
- The status is Not sent or Sent.
- There is no Locked badge. A locked invoice doesn't offer Void.
- You have the Record payments permission. By default Owner and Admin have it. Manager, Front Desk, Service Writer and Technician do not, so the item isn't in their menu.
- No payment or deposit has been applied to the invoice.
When Void is greyed out
If a deposit has been applied, or a payment has completed, the Void invoice item stays in the menu but is greyed out. The line under it reads "A payment or deposit is applied — refund it instead of voiding."
When there is no Void item
On a Partial, Paid, Void or Refunded invoice, the menu has no Void item. Money has been collected, so the way out is a refund from the Payments card. See Partial refunds: adjustment or reopen balance and Refund and customer credit handling.
After you void
A voided invoice stays on your list with the Void status, and it shows up in the Voids & Refunds report. To bill the customer again, use Duplicate invoice from the More actions menu. It opens a New Invoice form already filled in with the customer, vehicle, line items, tax and notes. Nothing is created until you save it; the saved copy starts as Not sent.
Frequently asked questions
Q: Can I un-void an invoice?
A: No. The confirmation box says voiding cannot be undone. Use Duplicate invoice to open a New Invoice form filled in with the same customer, vehicle and lines, then save it.
Q: Why is Void missing on my invoice?
A: Void only appears on Not sent or Sent invoices that aren't locked, and only for people with the Record payments permission. On Partial or Paid invoices it is never offered.
Q: Why does it say a payment or deposit is applied?
A: A completed payment or an applied deposit is on the invoice. Void is for invoices with no money on them, so the item is greyed out. Refund the money instead.
Q: Does voiding refund anything?
A: No. Void is for invoices with no money on them, and it doesn't move money. Refunds are done from the Payments card on the invoice.