Voiding and correcting invoices

What this does

Once an invoice is issued it is in the ledger. Removing it has to undo that posting, so issued invoices are voided, which reverses the revenue entry and records the void, never deleted. Only a Draft, which never posted anything, can be deleted outright.

Before you start

Voiding requires invoices.void; deleting a draft requires invoices.delete. The Owner always has these, and General Managers have them by default on shops created from September 2026 onward. Shops set up earlier were given a General Manager role without void or delete as a separation-of-duties control; an Owner can change that under Settings → Roles. Check the invoice's payment history first: a void is refused while payments are still applied.

Steps

Wrong lines or amount, not yet paid. Edit the invoice. Line edits on an issued invoice post only the difference, so the ledger tracks the new total without touching the original entry. If the whole thing is wrong, void it and create a new one from the work order.

Wrong invoice, not yet paid. Open it, Void. Revenue is reversed (Dr Revenue / Cr Accounts Receivable), the balance is cleared, and the status becomes Void. The work order is untouched and can be invoiced again.

Already paid, in full or part. The void is refused until the payments are unwound, because each payment posted its own entry. Either delete the payments first (each deletion reverses its own entry; see Recording payments) and then void, or leave the invoice standing and issue a credit memo for the correction under Accounting → Money In. A credit memo is the right answer when the customer has actually paid and you owe them the difference.

Still a draft. Delete it. Nothing was posted. Payments on a draft are removed with it; work-order lines are not, because they belong to the job.

What happens in the books

Void reverses the issue entry in full. If the reversal can't post, for example because the period is locked, the void is refused rather than leaving a void invoice with revenue still on the books. Re-voiding an already-void invoice is harmless and clears any stale balance it was still carrying.

Common problems

"Void the invoice first." You tried to delete an estimate that has an issued invoice. Void the invoice, then delete.

Void is refused and the invoice shows payments. Unwind the payments or use a credit memo, as above.

The aging report still shows a voided invoice. Void it again from its page; that clears a balance left behind by an older void.