Money in: invoices and payments3 min read

Voiding vs deleting: why an invoice is never truly gone

A wrong invoice happens every month. What matters is whether fixing it leaves a record or a hole. Void leaves a record; the platform does not offer the hole.

By the end of this pageYou will know how to void, what it does and preserves, how to issue the corrected invoice, and why drafts are the only thing you can delete.

On this page

Voiding Issuing the correction Why no delete Drafts Payments and expenses

Delete vs voidAnimated

Voiding

On any sent invoice, Void, a reason (picked or typed), confirm. The invoice keeps its number and its place in the list, its PDF is stamped VOID across every page, the tenant's portal shows it as void, and any payments against it become unallocated credit for you to reassign. The audit log has who, when and why.

Issuing the correction

The void dialog offers Copy to new invoice: a draft with the same lines for you to fix and send under the next number. The new invoice carries "replaces INV-0812" in its footer so the pair are linked both ways.

Why no delete

Invoice numbers are a sequence, and the BIR treats a gap as a missing document. Your accountant treats it the same way. A tenant in a dispute treats it as evidence you hid something. Void costs one extra line in a list; delete costs an explanation you cannot give.

Drafts

Unsent, unnumbered, invisible to the tenant. Delete them whenever; nothing was issued. If you find yourself voiding often, the fix is to review drafts before sending — set the nightly run to hold as drafts.

Payments and expenses

Same principle. A wrong payment is reversed — a second line that cancels the first, with a reason. A wrong expense is voided. The ledger only ever grows, which is what makes it a ledger.

Mass mistake? Thirty invoices raised with the wrong water rate: fix the tariff, then Void and reissue from the month's list does all thirty in one confirmation, each logged individually.