> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Void an invoice

> Void an invoice in TimeTracker to cancel it and release its billed time for re-invoicing. What voiding does, what it cannot undo, and the confirmation step.

Voiding cancels an invoice and releases its time entries and expenses so they can be billed again. It cannot be undone.

## When to void

| Situation                                         | Void?                               |
| ------------------------------------------------- | ----------------------------------- |
| Wrong client, wrong lines, wrong everything       | **Yes** – void and raise a new one  |
| The engagement was cancelled after invoicing      | **Yes**                             |
| You need the time back to bill it differently     | **Yes** – voiding is the only route |
| You charged slightly too much                     | No – issue a credit note            |
| The client will never pay                         | No – write off the balance          |
| The invoice is still a draft and just needs a fix | No – edit it                        |

See [/invoicing/record-a-payment](/invoicing/record-a-payment) for credit notes and write-offs, and [/invoicing/edit-a-draft-invoice](/invoicing/edit-a-draft-invoice) for drafts.

## What voiding does

<Steps>
  <Step title="The invoice is marked Void">
    A large diagonal **VOID** watermark appears across the document, on screen and in the PDF.
  </Step>

  <Step title="Time entries are released">
    Every time entry on the invoice goes back to **locked**, which means it becomes selectable in the invoice builder again.
  </Step>

  <Step title="Expenses are released">
    Every billable expense on the invoice goes back to **approved**.
  </Step>

  <Step title="The lines are kept">
    The invoice keeps its line rows as a historical record. Only the links to the source time and expenses are undone.
  </Step>

  <Step title="The number is not reused">
    The invoice number stays with the voided invoice for good. See [/invoicing/invoice-numbering](/invoicing/invoice-numbering).
  </Step>
</Steps>

## What voiding does not do

| It does not                           | Because                                      |
| ------------------------------------- | -------------------------------------------- |
| Delete the invoice                    | It stays in the list as a permanent record   |
| Undo payments already recorded        | The ledger rows stay on the invoice          |
| Tell the client                       | No email is sent to the client when you void |
| Free up the invoice number            | Numbers are gapless and never reused         |
| Change any time entry's hours or rate | Only its billing status changes              |

## Which invoices can be voided

Any invoice that is not already final.

| Status         | Can be voided?         |
| -------------- | ---------------------- |
| Draft          | Yes                    |
| Sent           | Yes                    |
| Viewed         | Yes                    |
| Partially paid | Yes                    |
| Overdue        | Yes                    |
| Paid           | **No** – paid is final |
| Void           | **No** – already void  |

## How to void

<Steps>
  <Step title="Open the invoice">
    Click its row in the Invoices list.
  </Step>

  <Step title="Open the Actions menu">
    Click **Actions** at the top right.
  </Step>

  <Step title="Choose Void invoice">
    It is at the bottom of the menu, styled as a destructive action.
  </Step>

  <Step title="Read the confirmation">
    The modal is titled **"Void Invoice INV-000042?"** and says: *"This permanently voids the invoice. All 6 linked time entries will be released back to locked so they can be re-invoiced. This can't be undone."*
  </Step>

  <Step title="Type the invoice number">
    The field is labelled **Type the invoice number to confirm**. Copy the number from the modal and paste it in. The confirm button stays disabled until it matches.
  </Step>

  <Step title="Click Void invoice">
    You see a confirmation naming how many time entries were released.
  </Step>
</Steps>

<Warning>
  Voiding cannot be undone. There is no unvoid, and the invoice number is never reused. Be sure before you confirm.
</Warning>

## Example

Daniel sent Bluebird Coffee an invoice, then Priya spotted that the whole thing was raised against the wrong project – the hours belong to the Monthly Retainer, not the Website Redesign.

<Steps>
  <Step title="Void">
    Daniel opens INV-000042, clicks **Actions** → **Void invoice**, types `INV-000042` and confirms. The invoice shows the VOID watermark. Six time entries are released.
  </Step>

  <Step title="Rebuild">
    He creates a new invoice, picks Bluebird Coffee, sets **Project** to **Monthly Retainer**, and the six entries appear in the picker again.
  </Step>

  <Step title="Send">
    The new invoice takes the next number, `INV-000043`. `INV-000042` stays in the list, voided, as the record of what happened.
  </Step>
</Steps>

He emails Ruth to explain, because voiding does not notify the client.

## Who is notified

Your workspace owners and admins get an internal notification that an invoice was voided. The person who voided it is not notified about their own action.

The client is not notified. If they already have the invoice, tell them yourself.

## Permissions

| Action          | Capability       | Default roles                          |
| --------------- | ---------------- | -------------------------------------- |
| Void an invoice | `invoice.manage` | Owner, Admin, Project Manager, Finance |

The **Void invoice** item only appears when you hold the capability and the invoice is not already void.

Voiding requires the **Invoices** app to be on. See [/invoicing/invoice-permissions](/invoicing/invoice-permissions).

## What happens next

1. The invoice stays in the list with the **Void** status.
2. Its time and expenses are available in the invoice builder again.
3. No further payments, credit notes or write-offs can be recorded against it.
4. The PDF still exports, with the VOID watermark.

## Common questions

<AccordionGroup>
  <Accordion title="Can I unvoid an invoice?">
    No. Void is final. Raise a new invoice from the released time.
  </Accordion>

  <Accordion title="Can I void a paid invoice?">
    No. Paid is final. If a payment was recorded in error, you cannot reverse it by voiding.
  </Accordion>

  <Accordion title="What happens to payments already recorded?">
    They stay on the voided invoice as a record. Reconcile them in your own accounts.
  </Accordion>

  <Accordion title="Does the client see that it is void?">
    If they have portal access, they see the invoice with its void status. They are not emailed about it.
  </Accordion>

  <Accordion title="Does voiding delete the invoice?">
    No. It stays in the list permanently. Deleting an invoice is not offered.
  </Accordion>

  <Accordion title="Can I reuse the invoice number?">
    No. The number stays with the voided invoice, and the automatic sequence never goes backwards.
  </Accordion>

  <Accordion title="Do budgets change when I void?">
    No. Budget consumption comes from tracked time, not from invoices, so it is unaffected either way.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Message or symptom                                         | Meaning                                                   | Fix                                     |
| ---------------------------------------------------------- | --------------------------------------------------------- | --------------------------------------- |
| The **Void invoice** item is missing                       | The invoice is already void, or you lack `invoice.manage` | Check the status and your capability    |
| The confirm button stays disabled                          | The typed number does not match                           | Copy the number exactly from the modal  |
| "This invoice has already moved on since the page loaded." | Someone else voided or paid it                            | Reload the invoice                      |
| The released time is not in the picker                     | The client or project filter excludes it                  | Widen the filter, or reload the builder |
| The client asks about a voided invoice                     | Voiding does not notify them                              | Email them yourself                     |

## Related guides

<CardGroup cols={2}>
  <Card title="Invoice statuses" icon="signal" href="/invoicing/invoice-statuses">
    Which statuses can be voided.
  </Card>

  <Card title="Record a payment" icon="hand-holding-dollar" href="/invoicing/record-a-payment">
    Credit notes and write-offs.
  </Card>

  <Card title="Edit a draft invoice" icon="pen" href="/invoicing/edit-a-draft-invoice">
    The gentler fix for a draft.
  </Card>

  <Card title="Invoice from tracked time" icon="clock" href="/invoicing/invoice-from-tracked-time">
    Re-billing the released time.
  </Card>

  <Card title="Invoice numbering" icon="hashtag" href="/invoicing/invoice-numbering">
    Why the number is not reused.
  </Card>

  <Card title="Invoice permissions" icon="file-shield" href="/invoicing/invoice-permissions">
    Who can void.
  </Card>
</CardGroup>