➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: On the Admin Portal, under Billing > Invoices
➤ Availability: All Flex plans
A booking gets canceled, or an invoice goes out with the wrong price, and your member is holding a bill they don't owe. Voiding cancels that invoice while keeping the document in the system, so it drops out of your financial reports and the member has nothing left to pay. You end up with clean books and a record of what happened.
This article will help you decide whether voiding is the right correction, void the invoice, and understand what voiding changes on the document and in your reports.
In this article:
Choose between voiding, deleting, and issuing a credit note.
Check the invoice's payment status before you void.
Void an invoice from the Admin Portal.
Re-bill the line items that voiding leaves behind.
Before you start
Voiding can't be undone, so it's worth 2 minutes to confirm you're canceling the right document and that nothing is blocking the action.
The member has already paid – Issue a credit note rather than voiding. Voiding a paid invoice leaves a payment sitting against a canceled document, and your accounting has to unpick that by hand.
A payment is recorded against the invoice – You can't void it yet. Mark the payment as failed first, then void the invoice.
Important: You can't void an invoice that has a payment recorded against it. Mark the payment as failed first, and the void becomes available.
Choose between voiding, deleting, and issuing a credit note
Three actions cancel money on an invoice, and they differ in what they leave behind. Picking the wrong one is the most common reason a correction has to be corrected again.
What happened | Use this | What it leaves behind |
The invoice is wrong, and the member hasn't paid | Void | The document remains in the system, is excluded from your reports, and can no longer be paid. |
The member has already paid | Credit note | The original invoice stays on the books, and the credit note records the offset against it. |
The invoice was created by mistake, and you need no record of it | Delete | Nothing. The invoice has been permanently removed, and every line item has returned to pending status. |
Voiding is the middle option: it cancels the money without destroying the paperwork. Deleting can break your invoice number sequence, and reusing a number causes errors in reports and accounting integrations, so reach for it only when you're certain no record is needed.
For duplicates, the rule follows payment status. Void the unpaid duplicate to keep an audit trail, and issue a credit note against the paid one. Understand what a credit note does →
Void an invoice
You've settled on voiding, and the invoice has no live payment against it. The action sits on the invoice itself rather than on the invoice list, so open the document first.
Go to Billing > Invoices.
Open the invoice you want to cancel.
Click Void.
Confirm the action. The invoice status changes to Voided.
The member now owes nothing on that invoice, and the amount no longer counts toward your revenue. Understand invoice statuses →
What changes after you void an invoice?
The invoice is canceled, and voiding touches fewer things than most admins expect. Two of them catch people out.
The line items stay attached. Every line item on the invoice stays linked to it, and each one still counts as invoiced. A membership fee, a booking, a one-off fee: none of them return to a billable state on their own. No bill run picks them up, so the member is never billed for them again until you detach them.
Your reports are caught up on schedule. A voided invoice is excluded from your financial reports, though not immediately upon clicking Void. Dashboards refresh periodically, so an invoice you voided this morning can still show in revenue later the same day. Wait for a full refresh cycle before treating it as an error.
Everything else on the document is untouched. The invoice retains its number, dates, line items, and totals, which makes it useful as an audit record.
Important: Voiding cancels what the member owes, and it leaves every line item attached to the invoice. Until you detach them, each one counts as invoiced against a document that will never be paid, so no bill run will include them.
Re-bill the line items from a voided invoice
Voiding left the line items stranded on a canceled document. Detaching is the step that frees them.
Detaching breaks the link between each line item and the voided invoice, and returns it to an uninvoiced state. From there, the next bill run treats it as unbilled, or you can bill it straight away on a manual invoice. Fix the price, date, or terms on the underlying fee, booking, or membership before that happens, or you'll bill the same mistake a second time. Detach line items from a voided invoice and bill them again →
Best practices
If the member has already paid, issue a credit note instead of voiding, so the payment stays matched to a live document.
If you void an invoice and re-bill the same period, add a comment on the member profile explaining why. Anyone reviewing the account later sees a voided invoice and a second invoice covering the same dates, which appears to be a billing error without that context.
If you're clearing a duplicate that nobody has paid, void it rather than deleting it. You keep the audit trail, and your number sequence stays intact.
If a payment is blocking the void button, mark that payment as failed first rather than deleting the invoice to work around it. Deleting removes the audit trail voiding was meant to keep.
FAQs
Can I unvoid an invoice?
You can't unvoid an invoice in OfficeRnD Flex. There's no unvoid action, and the status change is final. To bill the same items again, detach the line items from the voided invoice and put them on a new invoice.
Why is there no option to void this invoice?
The void action is unavailable while a payment is recorded against the invoice. Set that payment to failed first, then void the invoice. Learn when to mark a payment as failed →
I voided an invoice, but the amount is still showing in my revenue report.
A voided invoice stays visible in reporting until the dashboard refreshes, because dashboards update on a schedule rather than instantly. Check again after a full refresh cycle. If the amount is still there, check whether the line items were detached before the invoice was voided, because detaching them first can cause the same item to be counted twice.
Does voiding an invoice delete it?
Voiding doesn't delete the invoice. The document stays in the system with its original number, dates, and line items, and its status changes to Voided. Deleting is a separate action that permanently removes the invoice and returns its line items to pending status.
Can I void an invoice the member has already paid?
Voiding a paid invoice isn't the right correction. It leaves a payment recorded against a canceled document, which your accounting then has to reconcile by hand. Issue a credit note instead: the original invoice stays on the books, and the credit note records the amount you're returning.
Why won't my bill run re-bill the items from an invoice I voided?
Line items on a voided invoice still count as invoiced, because voiding cancels the document without breaking their link to it. Detach them from the voided invoice, and the next bill run treats them as unbilled again.