What is a void invoice in simple terms?

A void invoice is an invoice that has been cancelled or invalidated before it was paid — it's marked as void so that if someone tries to pay it, the payment won't go through. Think of it as drawing a line through a mistake and starting over.

When should you void an invoice instead of deleting it?

Void an invoice when: you've already sent it to the client (so there's a record it existed), you need to preserve the invoice number sequence, or there's a chance you might need to reference it later. Never just delete invoices — always void them so your accounting records stay complete.

What's the difference between voiding an invoice and issuing a credit invoice?

Voiding an invoice cancels it entirely — it should never be paid. A credit invoice is a separate invoice that says 'money is owed TO the client' — it's used when you've already been paid and need to refund part or all of that payment, or when you need to reduce what the client owes.

Business

What is Void Invoice?

A void invoice is an invoice that has been cancelled before payment was made — it's marked as void to prevent accidental payment. Learn when to void invoices, how to do it properly, and how it differs from a credit invoice.

What Is a Void Invoice?

A void invoice is an invoice that has been cancelled or invalidated before payment was received. It's marked as void — typically by adding "VOID" across the document or using your software's void function — so that no one accidentally pays it. Voiding is not deleting. When you void an invoice, it remains in your records (marked as cancelled), preserving your audit trail and invoice number sequence. When you delete an invoice, it's gone — which creates gaps in your records that make accounting messy and potentially trigger tax scrutiny.

When to Void an Invoice

| Scenario | Action | |---|---| | Wrong client name on sent invoice | Void and resend | | Incorrect amount (too high or low) | Void and resend | | Duplicate invoice sent | Void one | | Client cancelled before work began | Void | | Wrong invoice number used | Void and correct | | Invoice sent in error | Void | The key criterion: If you've already sent the invoice to the client and need to cancel it, void it — don't delete it.

How to Void an Invoice Properly

Step-by-Step: 1. Do not delete the invoice — Even if you haven't been paid 2. Mark it as VOID — Most invoicing software has a "Void Invoice" button that: - Adds "VOID" watermark to the PDF - Prevents the invoice from being paid - Keeps it in your records with zero value - Preserves the invoice number 3. Send a note to the client — "Please disregard Invoice #[X] dated [date] — it was sent in error. A corrected invoice #[Y] has been issued." 4. Create a new invoice — With the correct information, using the next sequential invoice number

Void Invoice vs. Delete Invoice

| | Void Invoice | Delete Invoice | |---|---|---| | Invoice number | Preserved | Removed (gap in sequence) | | Financial records | Preserved (zero value) | Lost | | Audit trail | Intact | Broken | | Tax records | Preserved | May trigger questions | | Recoverable | Yes | No | Never delete invoices — always void them. Your invoice numbers should never have gaps, and your historical records must be intact for tax purposes.

Void Invoice vs. Credit Invoice

| | Void Invoice | Credit Invoice | |---|---|---| | Purpose | Cancel unpaid invoice | Reduce amount owed (after payment) | | When used | Invoice sent in error | Need to refund or credit client | | Effect on AR | Removes the receivable | Creates a negative receivable | | Payment expected | None | None — money owed TO client | If you sent an invoice, got paid, and then need to refund the client, you don't void the invoice (it's already paid) — you issue a credit invoice.

Example: Voiding and Resending an Invoice

A freelance writer accidentally sends Invoice #207 for $3,500 instead of the correct $2,800. Step 1: Void Invoice #207 (marks it cancelled, zero value, number preserved) Step 2: Send client note: "Invoice #207 was sent in error. A corrected invoice #208 for $2,800 is attached." Step 3: Send Invoice #208 for $2,800 Step 4: Client pays Invoice #208 Invoice #207 remains in your records as VOID — with zero balance. It shows $0 was paid, and why. Clean audit trail.

The Bottom Line

Voiding invoices properly preserves your accounting integrity — invoice sequences stay clean, audit trails remain intact, and clients don't accidentally pay the wrong amount. Never delete; always void. If you've been paid and need to reverse it, use a credit invoice. (Manage invoices properly →) (Issue credit invoices when needed →) (Keep clean financial records →) Key Takeaways: 1. Void an invoice to cancel it while preserving the record — never delete 2. Voided invoices show as $0 and prevent accidental payment 3. Always send the client a note explaining the voided invoice 4. Issue a corrected new invoice after voiding 5. If you need to reverse a payment already received, issue a credit invoice — don't void Manage invoices professionally — Try Eonebill Free Eonebill's void invoice feature keeps your records clean and your audit trail intact — void with confidence, not confusion. View Pricing → | Glossary Home → | Home →

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