Void an Invoice (Convert Invoice to Void)

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Void an Invoice (Convert Invoice to Void)

Voiding an invoice lets you cancel an issued invoice while keeping the invoice record for reporting and audit purposes. When an invoice is voided, its status changes to Void, meaning it no longer affects accounts receivable and no payment is expected.

This feature is commonly used when an invoice was issued in error, the service was canceled, or you need to replace an invoice with a corrected version while keeping a clear history.

Void an invoice process in OctopusPro

On this page: What voiding means | When to void vs draft vs delete | Before you void | Void from the Invoices list | Void from Invoice Details | What happens after voiding | Limitations & restrictions | Xero/QuickBooks sync notes | FAQ

What voiding an invoice means

  • Voiding cancels an invoice and marks it as Void.
  • The invoice remains in your system to preserve history, reporting accuracy, and audit trails.
  • A voided invoice indicates no payment is expected and it should not be treated as collectible.

When to void vs convert to draft vs delete (quick guide)

  • Void an invoice when you need to cancel it but keep a record (recommended if it was sent to the customer or referenced in reporting).
  • Convert to Draft when you need to edit and reissue the same invoice (e.g., fix items, pricing, tax, or customer details) before resending. Learn how to convert an invoice to draft.
  • Delete an invoice only when it was created completely in error (e.g., a duplicate) and you are certain you do not need the history. Learn how to delete invoices.

Best practice: If the customer already received the incorrect invoice, it’s usually better to void it (to keep a trail) and then send a corrected invoice. Learn how to send invoices by Email/SMS.

Before you void an invoice

  • Invoices with approved payments cannot be voided. This restriction helps prevent discrepancies in financial records.
  • If payments exist on the invoice, review them first: View invoice payments and add/process payments.
  • If you need to reverse a paid invoice, use your refund/adjustment process first (as required by your business workflow): Refund management.
  • If you use accounting integrations (e.g., Xero/QuickBooks), review sync notes before proceeding.

How to void an invoice from the Invoices list

  1. Log in to your OctopusPro account.
  2. Go to the Invoices section. Invoice & billing overview
  3. Choose the invoice list you want to view (e.g., Outstanding, Draft, Paid, Void, or All).
  4. Locate the invoice you want to void.
  5. Click Actions next to the invoice.
  6. Select Convert to Void.
  7. If prompted, select a Void reason and confirm.

Convert invoice to void from invoices list (Actions menu)

After confirming, the invoice status changes to Void and it will appear in the Void list (and under All invoices).

Voided invoice shown in invoices list under Void tab

How to void an invoice from the Invoice Details page

  1. Open the invoice you want to void. How to view an invoice
  2. Click Actions next to the invoice number.
  3. Select Convert to Void.
  4. If prompted, select a Void reason and confirm.

Convert invoice to void from invoice details page (Actions menu)

Once voided, the invoice will display the Void status in the invoice details view.

Voided invoice status shown on the invoice details page

What happens after you void an invoice

  • The invoice status becomes Void.
  • The invoice remains stored in OctopusPro for tracking, reporting, and audit purposes.
  • The invoice is treated as canceled (no longer collectible) and should not be followed up for payment.

Next steps you might want:

Limitations & restrictions

  • Approved payments: Invoices with approved payments attached cannot be voided.
  • Financial reporting/tax filings: If the invoice has already been included in financial reporting or tax filing, avoid voiding it without proper revisions and guidance from your accounting team/advisor.
  • Permissions: If you can’t see “Convert to Void,” your role may not have permission to manage invoices.

Impact on synced items with Xero and QuickBooks

If you use a synced accounting system (e.g., Xero or QuickBooks), voiding an invoice in OctopusPro may not be reflected immediately in your accounting platform. The update is typically applied during the next sync.

  • After voiding an invoice, trigger/run your sync (based on your integration settings) to keep systems aligned.
  • After syncing, confirm the invoice status is updated in your accounting platform.

FAQ

Why can’t I void this invoice?
Most commonly, the invoice has approved payments attached. Review payments here: View payments. If you need to reverse a payment, follow your refund workflow: Refund management.

Should I void or convert to draft?
Void when you need to cancel the invoice but keep the record. Convert to draft when you need to edit and reissue the invoice: Convert invoice to draft.

Should I void or delete?
Void to keep an audit trail (recommended if the invoice was sent or referenced). Delete only when it was created completely in error and you do not need history: Deleting invoices.

How do I import/reconcile payments (before deciding what to do)?
If you need to reconcile bank transactions and invoice payments first, see: Payment import & reconciliation.

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