Void an invoice

Voiding cancels an issued invoice. Its number stays taken and the record stays in its history, so your books have no gaps. A void can’t be undone.

Void it

1. Open the invoice.
2. Choose Void Invoice from the … (More actions) menu.
3. Give a reason. It’s required and goes on the record.
4. Choose Void Document.

After a void, the client’s link shows that the invoice isn’t available. FieldFlow also asks Stripe to close any checkout page still open for it. Hours billed on the invoice go back to unbilled time on the job, so you can bill them again.

An invoice with money on it can’t be voided

Void Invoice isn’t offered while the client’s money is on the invoice.

• Partly paid? Refund the payments with a credit note (see Refunds and credit notes). Once nothing paid is left on it, you can void the invoice.
• Fully paid? There’s nothing to void. Refunding it doesn’t reopen it either: the refunded amount counts as a credit, so the invoice stays settled. Leave it as it is, with its refund on record.

An invoice made from an estimate can still be voided when its only money is the deposit it carries. The deposit’s payment stays on the deposit invoice.

A deposit invoice with money on it can’t be voided either, and the same goes after a refund: a partly paid deposit can be voided once its payments are refunded, a fully paid one stays settled. Or keep the deposit: the final invoice for the estimate already counts it.

You also can’t void an invoice while a bank transfer for it is still processing. Wait for it to clear.

Instead of voiding

• Never issued? A draft that never got a number is deleted instead: choose Delete Invoice. It goes to Trash, where owners and admins can restore it.
• Just need to fix it? If nothing has been paid or credited and no bank transfer is processing, choose Revert to Draft. The invoice goes back to draft with the same number and its Sent mark cleared, so you can edit it and issue it again. If your client opened its payment page in the last 24 hours, Revert to Draft is refused until that page expires (within a day).
• Only part is wrong? Take money off with a credit instead.

If a payment arrives after a void

If a client still pays a voided invoice, FieldFlow keeps the payment but doesn’t apply it. It shows on the invoice’s payments with a note. Refund it, or choose Apply to Invoice… to move it to an issued invoice for the same client that still owes at least that much.