Invoices in Run a Call aren't deleted. When one is wrong or no longer needed, you void it. The invoice stays on record marked Void, the customer's pay link stops taking payments, and the job is freed up to bill again.
Who can void
Anyone whose role has Invoices & Payments set to Everything, including delete — owners and admins out of the box. Other roles don't see the option. See Customizing team roles and permissions.
Which invoices can be voided
| Invoice status | Can you void it? |
|---|---|
| Draft, Sent, Viewed, Overdue | Yes |
| Partial (some money received) | Yes. The recorded payments stay on record (see below). |
| Paid in full | No. A fully paid invoice can't be voided. |
| No charge (a $0 invoice closed with Close — no charge) | Yes. It has no payment on it, so voiding is how you undo the close. See Closing a $0 invoice at no charge. |
| Void | Already voided |
How to void an invoice
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Open the invoice.
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Click the More (⋯) button at the top right, next to the download icon.
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Choose Void invoice. It's the last item in the menu.
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In the Void Invoice window ("Are you sure you want to void this invoice? This cannot be undone."), confirm.
You see Invoice voided.
Voiding can't be undone. If you still need to bill the work, create a new invoice from the job.
What happens when you void
| Where | Result |
|---|---|
| Invoice | Status changes to Void. You can still open and download it. |
| Customer's pay link | Shows Invoice Voided — This invoice has been voided. Please contact [your company] for questions. They can't pay it. |
| Customer | Isn't notified. Call or email them if they already had the invoice. |
| Job | If this was the job's only invoice and no payment was collected, the job goes back to Completed and Create invoice reappears. |
| Payment schedule | Voiding a milestone invoice puts that milestone back to Pending, so you can invoice it again. |
| QuickBooks | If you've connected QuickBooks, the invoice is voided there too. |
Fixing common mistakes
| Situation | What to do |
|---|---|
| Wrong line items or price, not paid yet | You may not need to void. Click Edit on a sent invoice, fix it, then Resend invoice. Changing amounts needs Invoices = Everything on your role; other roles can change notes, terms and the due date. |
| Invoice created for the wrong job or customer | Void it, then create the invoice from the right job. |
| Duplicate invoice | Void the extra one. |
| Paid invoice with a mistake | You can't void or edit a paid invoice. Refund the payment from Payment History with Refund…, or give a credit with Issue credit…. See Refunds and credits. Someone with Invoices = Everything can also remove a recorded cash or check payment first — click Payment actions (⋯) on the payment under Payment History and choose Remove payment — which reopens the invoice for editing or voiding. |
| Partially paid invoice | You can void it, but the recorded payments stay on record, and the job keeps its status so the money isn't lost track of. Refund or re-apply the money as needed. |