Voiding an Invoice
Voiding an invoice cancels it and removes it from active billing — but does not delete it. The original record is permanently preserved for your audit trail. Voiding is used for invoices that have been sent but not yet p
What Voiding Does
When you void an invoice:
- The document status changes to Void.
- The invoice can no longer be paid — it is permanently closed.
- Any lessons linked to the invoice are released, meaning they can be included in a new invoice.
- The original invoice record remains visible in your invoice list, marked as Void.
Voiding is a permanent action — a voided invoice cannot be reinstated. If you void an invoice by mistake, you will need to create a new invoice to replace it.
What Voiding Does Not Do
- It does not delete the invoice. The original document is retained as part of your audit trail. You can always view a voided invoice to understand the original billing history.
- It does not change attendance. Voiding releases the lessons from the invoice but does not alter any attendance records.
When You Need to Void an Invoice
| Situation | Why Voiding Is Required |
|---|---|
| You need to edit the amount on a sent invoice | Sent invoice charges are locked — voiding lets you issue a corrected replacement |
| You need to delete a scheduled lesson that has been invoiced | Invoiced lessons cannot be deleted — voiding releases them |
| You invoiced the wrong period or the wrong student | The incorrect invoice needs to be cancelled before a corrected one is issued |
| A student withdraws and an invoice is no longer applicable | The invoice should be voided to keep billing records accurate |
For more detail on attendance protection, see Attendance Changes and Invoice Protection.
How to Void an Invoice
- Open the invoice from the invoice list or the student's billing screen.
- Select Void Invoice.
- Enter a void reason (optional but recommended for your audit trail).
- Confirm the action.
The invoice status immediately changes to Void, and any linked lessons are released.
If the Void action is not available on an invoice you expected to void, check whether a payment has already been applied.
After Voiding: What to Do Next
Once you have voided an invoice, the usual next step is to create a replacement:
- Make any necessary corrections — update attendance, fix the lesson schedule, or adjust any settings that caused the error.
- Generate a new invoice for the corrected period.
- Review the new invoice before sending it to make sure everything looks right.
- Send the new invoice to the family.
Voiding vs Deleting
Voiding and deleting are used at different stages:
- Draft invoices can be deleted if you no longer want to keep them.
- Sent invoices are no longer deletable and must be voided instead if they need to be cancelled.
Some draft invoices may still be blocked from deletion if deleting them would break linked lesson-credit records.
This is why review happens before sending: while an invoice is still a draft, you can simply delete it. Once it has been sent, voiding becomes the correct cancellation path.
| Voiding | Deleting | |
|---|---|---|
| Use this when... | The invoice has already been sent and now needs to be cancelled | The invoice is still only a draft and you do not want to keep it |
| What happens to the invoice | It stays in your records and is marked as Void | The draft is removed completely |
| What happens to the billing record | The cancellation stays visible as part of your audit trail | There is no sent billing record to preserve yet |
| What happens next | You create a replacement invoice if needed | You create a replacement invoice if needed |
Related articles:
- Invoice Statuses Explained
- Attendance Changes and Invoice Protection
- Recording a Payment
- Sending Invoices and Receipts
- Account Credits — a draft invoice can also have stored account credit applied to it, separate from payments