How to use "Void invoice" functionality
Voiding an invoice is only available for invoices in certain states (see FAQ section below for detailed breakdown). When an invoice is eligible to be voided, you will see a "Void invoice" action in the drop-down menus associated with the invoice:
After selecting "Void invoice", you will be asked to confirm your decision via a pop-up modal. The modal will display details about the customer, invoice, and impact voiding will have:
Once you click "Void invoice", you will see a notification at the bottom of your screen confirming success or showing failure of voiding the invoice. If the invoice is successfully voided, the invoice status will be updated to "Voided" and the balance of the invoice will show as $0.00.
Your customer will receive the following email, notifying them that the invoice was voided:
What happens when I use the "Void invoice" feature?
When you decide to void an invoice issued through Resolve's platform, the invoice will no longer be open for the customer. Your customer will receive an email informing them that the invoice has been voided and that products/services outlined in the invoice will no longer be provided, as well as payment is no longer expected.
What invoices are eligible to be voided?
You can only void invoices that are (1) sent to a customer, (2) have no payments or partial payments, (3) have no associated fees, and (4) have no associated credit notes. If you are attempting to void an invoice that meets criteria 2, 3, or 4, you should instead use the "Issue credit note" functionality.
When should I use the "Void invoice" feature?
You should void an invoice in instances where there is a mistake on the invoice and it needs to be corrected, the invoice was sent by mistake, or other scenarios where issuing a credit note is not needed.
What happens if I accidentally void an invoice?
Voiding an invoice is an action that cannot be undone. If you accidentally void an invoice, you will need to (1) archive the voided invoice, (2) recreate the invoice in Resolve's platform (whether manually or via syncing your ERP), and (3) resend the invoice to your customer.
What's the difference between voiding an invoice and issuing a credit note?
Invoices that are eligible to be voided may also have credit notes issued against them. In general, using either option will cause the same thing to occur -- the invoice in question will no longer be open and payment will no longer be expected from the customer.
The differences in each option are primarily found in (1) how the invoice is recorded after the action is performed and (2) how your customer is notified:
1. Invoices that are "voided" will have their status updated to "Voided" and their balance updated to $0. Invoices that have a credit note issued for the full invoice amount will have their status updated to "Refunded" and their balance updated to $0. A credit note is also created and immediately applied to the invoice.
2. In both cases your customer will receive an email notifying them that the invoice balance has been updated to $0 by way of the method chosen (either credit note or void). The emails for both also include an updated PDF invoice cover sheet reflecting the new balance. If a credit note has been issued, your customer will also receive a PDF copy of the credit note noting its creation and application to the invoice.