Void, reissue or delete an invoice

Goal

Take back an invoice that is wrong and, if needed, replace it. Which action is allowed depends on whether the invoice was issued, delivered or paid.

Prerequisites

• Deleting and voiding need the right to delete invoices. Owners and admins have it by default. Reissuing needs the right to edit invoices.
• You know the invoice's state: draft, issued but not emailed, emailed, or paid.

Steps

1. Open Accounting, select Invoices, and find the invoice.
2. Check its status and whether it was sent or paid. Then choose the action that fits:
   • A draft that was never issued: Delete draft.
   • Issued, never emailed, nothing paid: Void.
   • Issued or emailed, nothing paid, and you want a corrected copy: Reissue.
   • Emailed, or paid in any part: you cannot void it. Use Issue credit note instead.
   • The client only needs more time: use Extend due date in the More menu and leave the invoice as it is.
3. To delete a draft, select Delete draft in the row menu and confirm with Delete in the Delete invoice window. The draft is removed and no invoice number was used.
4. To void, open the invoice, select More, then Void. The row menu has Void invoice too. Type the Reason for voiding and select Void invoice.
5. To reissue, open the invoice, select More, then Reissue. Type a Reason of at least three characters and select Reissue.
6. After a reissue, open the new draft, correct it, and issue and send it as usual.
7. After voiding an invoice that came from a booking, go back to the booking and select Generate Invoice to make its replacement.

Expected result

A deleted draft is gone. A voided invoice stays in the list as Voided with your reason kept in the record, and it can no longer be sent or paid. A reissue creates a credit note that cancels the original for everything not yet credited, and a new draft copy replaces it. The new draft gets a new number only when you issue it.

Troubleshooting

• If a message says the invoice was already delivered to the client, it cannot be voided. Issue a credit note, or reissue it if nothing was paid.
• If a message says a paid invoice cannot be voided, issue a credit note and a refund if money goes back. See the article on credit notes and refunds.
• If the message says an invoice with a payment cannot be reissued, use a credit note instead.
• If you try to delete an invoice that is no longer a draft, 4fleet opens the void window instead. Only drafts can be deleted.
• If Reissue is missing, the invoice is a draft, voided, canceled, or already has money on it.
• If Void does not appear in the More menu, the invoice was emailed or paid, or your role cannot delete invoices.