Digital Agency Tools Docs

Void, write off and reopen

An issued invoice is never edited. If it should not stand, you void it. If it is owed but will never be paid, you write it off. If you closed it by mistake, you reopen it.

How to

  1. Open the invoice from Products → Invoices.
  2. In the row of icons under the invoice, choose Void (the circle with a line through it), Write off (the crossed-out money icon) or Reopen (the circular arrow).
  3. Read the confirmation and click the button to go ahead. The status changes straight away.

You can also void an open, unpaid invoice from its row in the list.

Which one do I need?

ActionUse it whenAllowed on
Void The invoice was a mistake: wrong client, wrong amount, sent twice. It stays on record as cancelled, keeps its number, and its pay link stops working. Open invoices with nothing paid
Write off The client owes the money but you do not expect it. The status becomes Uncollectible. It still counts as owed on the record, and the pay link stops working. Open invoices
Reopen You marked it paid or wrote it off by mistake, or the client wants to pay after all. It goes back to Open with a new pay link. Paid and uncollectible invoices
Delete Remove it completely. Drafts, and void invoices with no payments

Allowed moves

open → void
open → uncollectible
paid → open           (reopen)
uncollectible → open  (reopen)
draft, void → deleted

Correcting a mistake

To fix an invoice that has already been issued:

  1. Void the wrong invoice.
  2. Create a new draft with the right lines and issue it. It gets the next number.

If only the client's address, country or VAT number was wrong and nothing has been paid, you may not need a new invoice. Fix the contact, then use Refresh client details on the invoice. The number stays the same and the VAT is recalculated.

When money has been received

Void is refused once any payment has been recorded, with the message Money has been received against this invoice. Refund it before voiding. An invoice with payments on it can never be deleted.

Reopening a paid invoice does not remove its payments. Its Owing figure is whatever the total is less what has been paid, and that is what the new pay link asks for.

Reopening does not email the client. If you want them to pay the new link, use Email it again after reopening.
Voided and written-off invoices stay in the list. Filter by Void or Uncollectible to find them, and include them in a CSV export for your accountant.

Related

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