Sometimes an invoice should no longer be collected. The payment may have been refunded, or the membership it belongs to may have lapsed or been cancelled. Deleting the invoice removes it from your records entirely, which breaks your accounting audit trail. Voiding is the better option: the invoice stays on the member's ledger with its number and amount, but it is clearly marked as Void and no longer counts toward what the member owes.
This article explains when to void an invoice, how to do it, and what changes once an invoice is voided.
When to Void an Invoice
Voiding is meant for invoices that should not be collected anymore:
Refunded invoices: when a payment is refunded, the invoice stays on the member's account and the member can appear as owing the amount again. Voiding the invoice clears this without deleting anything.
Unpaid invoices you no longer want to collect: for example, outstanding invoices from a lapsed or cancelled membership.
You can only void an invoice that is unpaid or refunded. A regular paid invoice cannot be voided.
How to Void an Invoice
Open the member's contact profile from your Admin Panel and go to their invoices. Click the invoice you want to void to open its details.
At the bottom of the invoice window, click the Void button next to Delete.
The invoice is immediately marked as Void. The action is recorded in your account's action log, including who voided the invoice and when.
What Happens When an Invoice Is Voided
A voided invoice:
Stays on the member's ledger with its original number and amount, labelled as Void, so your records remain complete.
No longer counts toward the member's balance. The member will not show as owing the voided amount.
Does not make the member appear past due. Voided invoices are excluded from overdue and status calculations.
Is not collected at checkout. When the member makes a payment, voided invoices are not matched against it.
Stops triggering payment reminders. Voided invoices are excluded from reminder and dunning emails.
Void vs Delete
Void keeps the invoice in your records, marked as cancelled. Use this whenever you want a proper accounting audit trail, which is almost always.
Delete removes the invoice from your records entirely. Use this only for invoices created by mistake, such as a duplicate or a test entry.
Things to Know
Only unpaid or refunded invoices can be voided. Paid invoices that have not been refunded cannot be voided.
Every void is logged in the action log with the date and the admin who performed it.
Voiding an invoice on Raklet does not change anything in connected accounting tools such as QuickBooks, and it does not void a related invoice on Stripe. Update those separately if needed.
If you need help deciding whether to void or delete an invoice, contact us at [email protected] with the member profile link and the invoice details.