In one line
An invoice cancelled after it was issued, kept in the sequence and marked rather than deleted.
Also called a cancelled invoice or a nullified invoice.
What it means in practice
Voiding keeps the number in your records with a note saying why it was cancelled. 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.
Example. Invoice 1042 was issued to the wrong client, so it is marked void and 1043 goes out correctly.
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.
The tools for this
Related terms
- Credit noteA document that cancels all or part of an invoice you have already issued.
- Invoice numberThe unique reference that identifies one invoice, running in sequence with no repeats.
- Bad debtAn invoice you have decided you are not going to collect.
Common questions
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.
Can I void an invoice after it has been paid?
No, in practice. Once money has moved, issue a credit note against the invoice instead, and refund if a refund is due.