Overview
Voiding an invoice cancels it without removing it from your records. The invoice stays visible in your system with a Voided status and a $0.00 balance, so you always have a complete history of what was issued — even when something needs to be corrected.
When you void an invoice, MotionOps automatically removes it from your revenue metrics, adjusts the customer's lifetime value, and — if you're connected to QuickBooks Online — syncs the void to QBO so your books stay accurate.
Voiding is available on the Web App.
When to Use This Feature
You sent an invoice to the wrong customer or for the wrong job.
An invoice was created by mistake and the work was never done.
You need to cancel a pending invoice and re-issue a corrected one.
A customer dispute requires you to cancel the charge while keeping a record of the original invoice.
Void vs. Delete — What's the Difference?
Voiding keeps the invoice in your system with a $0.00 balance and a Voided status. Your transaction history, audit trail, and QBO records all reflect that the invoice existed and was cancelled. This is the right choice in almost all cases.
Deleting removes the invoice entirely. Avoid deleting invoices that were sent to customers or synced to QBO, as this can create gaps in your records and cause sync errors.
How to Void an Invoice
Go to Invoices in the top navigation and open the invoice you want to void.
Click the More Actions menu (three-dot icon) on the invoice page.
Select Void Invoice. A confirmation modal appears with a summary of what will happen.
Optionally, enter a reason or note in the text field. This note will be attached to the invoice and visible on the invoice preview for your team's reference.
Click Void to confirm.
Once voided, the invoice status changes to Voided, the balance is set to $0.00, and the void note appears on the invoice record.
What Changes After Voiding
Invoice status — updated to Voided.
Invoice total — set to $0.00.
Revenue metrics — the voided amount is removed from your dashboard revenue figures.
Customer lifetime value — reduced by the voided invoice amount.
Transaction count — unchanged. The invoice still counts as a transaction in your history.
QBO sync — if connected, a void is sent to QuickBooks Online and the corresponding record is updated there too.
Audit trail — a log entry is created with the timestamp, the user who performed the void, and the reason note (if provided).
QuickBooks Online Sync
If your account is connected to QBO, voiding an invoice in MotionOps automatically sends a void operation to QBO. The QBO record updates to Voided and a sync log entry is created.
If the sync fails, you'll see an error notification with the reason. You can retry the sync from the invoice page or resolve the issue manually in QBO.
Tips & Best Practices
Always add a void reason. A clear note (e.g. "Wrong customer — re-issued as Invoice #1087") helps your team understand the history when reviewing records later, and is especially useful during accounting reviews or audits.
Create a new invoice after voiding. Voiding cancels the original — it doesn't create a replacement. If you need to re-issue a corrected invoice, create a new one after voiding the original.
Prefer voiding over deleting. Voided invoices preserve your audit trail and keep QBO in sync. Deleting can create record gaps and sync issues.
Things to Know
Void is available on invoices with a status of Draft or Pending.
A fully paid invoice cannot be voided. If a payment needs to be reversed, contact support for guidance on handling refunds.
Voiding is permanent — a voided invoice cannot be reinstated. If you void an invoice by mistake, you'll need to create a new one.
The void note is optional, but it is visible to anyone on your team who opens the invoice.
Applied credit memos are released back to the customer's available credit when an invoice is voided. See the Credit Memos article for details.
Void is available on the Web App only.
Troubleshooting
I don't see the "Void Invoice" option in the menu.
The Void option is only available on invoices with a Draft or Pending status. If the invoice is in a different status, voiding may not be available for that invoice at this time. Contact support if you need to cancel an invoice in another state.
The QBO sync failed after voiding.
Check the sync error for the specific reason — common causes include a closed accounting period or a missing match in QBO. Resolve the issue in QBO and use the retry option on the invoice page.
I voided an invoice by mistake.
A voided invoice cannot be undone. You'll need to create a new invoice for the same customer and job. The voided invoice will remain in your records for historical reference.
Have questions? Reach out via the support chat or email support@motionops.com.