Void an invoice or write off what is owed on it

Two actions fix an invoice that should not stand. A void cancels an invoice made in error. A write-off closes the unpaid part of an invoice you will not collect. You will be able to do either with a written reason, and to see both afterwards.

Before you start #

You need the owner or manager role. Advisors, the dispatch desk, technicians and drivers are refused.
Every void and write-off needs a reason of up to 300 characters.
There are no credit notes. A void covers an invoice raised in error, a write-off covers the unpaid rest of an invoice, and neither refunds money.

Void an invoice #

Open the invoice from Billing. Under Payments, find the Void or write off section.
In the card Void this invoice, write the Reason (required, up to 300 characters).
Select Void invoice. The page says "The invoice is void."
The invoice keeps its number and shows the status Void, with a note that repeats your reason. It leaves receivables, new statements and the money reports.
The call, quote and yard fees the invoice was made from are free again, so you can make a correct invoice.

The Void this invoice card shows on open and draft invoices. An invoice with a payment on it cannot be voided. Write off the balance instead. A void invoice takes no payments, from staff or from a card link.

Write off a balance #

Open the invoice. In the card Write off what is owed, the Amount to write off starts at the full balance. Lower it to write off part.
Write the Reason (required, up to 300 characters).
Select Write off. The page says how much is written off.
The balance falls by the amount. An invoice written off in full shows as Paid, and a line under the summary reads "Written off: ... counts as paid."
Read what was recorded in the Voids and write-offs table: Kind, Amount, Reason, By and When.

The Write off what is owed card shows on open invoices with a balance. The amount cannot be more than what is owing.

Technical details

The web page sends POST /invoices/{id}/void with a reason, and POST /invoices/{id}/write-off with a reason and amount_cents. GET /invoices/{id}/adjustments fills the table. A retry that carries the same Idempotency-Key header records nothing more.
Both actions are kept for good in invoice_adjustments. A void is recorded once per invoice, with the invoice total as its amount.
A write-off adds a payment row with the processor writeoff and the reference "Write-off: ...", so the balance, the aging and the statements agree. On a statement it shows among the payments for that invoice, on the day of the write-off.
Statements already issued are snapshots and stay as they were. The next statement starts from the corrected balance.
Each action writes an audit entry (invoice.void, invoice.write_off), an entry in the integration outbox and a webhook event (invoice.voided, invoice.written_off).
Yard storage days that were billed on a voided invoice stay counted as billed. Add a fee by hand if you want those days billed again.

To pay money back on a payment, or lower the balance without voiding, see "Refund a payment or add a credit note".

If something goes wrong #

"Write the reason.": both cards need a reason before they send.
"Enter an amount above zero." and "That is more than the balance.": change the amount to something between 0.01 and the balance.
"has a payment on it, so it cannot be voided": write off the balance instead.
"Only N cents are owing": lower the amount.
"has no balance to write off": the invoice is already paid.
"is already void": nothing more to do.