Void Invoice
Voiding an invoice marks it cancelled while its number and record stay in place. Keep the record and never reuse the number. A void cancels the whole invoice. For one wrong amount, use a credit note.
What it means
A voided invoice stays in your records with its own number. It is marked as cancelled rather than owed. The client, or their accountant, may already have a copy. If you delete it or reuse its number, the two sets of records stop matching.
Void an invoice that should never have gone out. One example is an invoice sent to the wrong client. Another is an invoice for a job that fell through before work started. Do not void an invoice to fix the amount on work you did. Use a credit note for an overcharge. Use a second invoice for an undercharge. The correct amount then still gets billed.
You send an invoice to the wrong client by mistake. The job it names belongs to someone else. You mark that invoice void and keep its number retired. Then you send the correct invoice to the right client under a new number.
Voiding an invoice to “undo” an overcharge or undercharge on a job that actually happened. The work still needs billing at the right amount, so use a credit note or a second invoice.
See also
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- guide What to put on an invoice so you actually get paid Seven fields prevent most late payments before you send a reminder.
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