Example
Invoice INV-1042 for $1,850 went to the wrong client. It is stamped VOID with the date and the reason, and INV-1043 goes out to the right client with the note “Replaces INV-1042”.
Also called a canceled invoice or a nullified invoice.
What it means in practice
Voiding keeps the number in your records with a note saying why it was canceled. Deleting removes it, leaves a gap in the sequence, and turns a clean history into a question at audit time.
If the client has already paid, a void is the wrong tool. Issue a credit note against the invoice instead.
Covered in full in the guide to invoice numbers.
Where it shows up on the paperwork
The invoice keeps its number and gains a mark: void, with the date and the reason. The replacement goes out with the next number and a line saying which one it supersedes.
What goes wrong
- Deleting it, which leaves a gap that has to be explained at audit.
- Voiding an invoice the client has already paid, where a credit note is the right tool.
- Voiding without a reason on the record.
Common questions
What does void mean on an invoice?
It means the invoice was canceled after it was issued and nothing is owed on it. The invoice keeps its number and stays in your records marked void, with the date and the reason, so the numbering has no gap for anyone to ask about.
Can I void an invoice after sending it?
Yes, if no money has moved. Tell the client, mark the original void and issue a corrected one with a new number. If the client has already paid, do not void it: issue a credit note against it and refund anything that is due.
Void invoice vs credit note: which do I use?
Void it when nothing was paid and the invoice should never have existed. Credit it when money changed hands and you are reversing part or all of it. The difference matters to whoever does the books.
What is the difference between voiding and deleting an invoice?
Voiding keeps the number and the history with a note saying why. Deleting removes the record and leaves a gap in the sequence, which is the thing accountants and auditors ask about.
I received a voided invoice. Do I have to pay it?
No. A voided invoice is canceled and nothing is owed on it. If the supplier sent a replacement, pay that one and quote its number. If you already paid the voided invoice, ask the supplier for a credit note or a refund.