Cancel or delete an invoice

You can cancel or delete an invoice if you decide not to send it.

When you cancel or delete an invoice the time and costs will be available to invoice again.

• Cancelling an invoice will void the invoice and mark it as Cancelled. The cancelled invoice can still be viewed on the Financial tab of the job it is associated with, effectively providing an audit trail on the job.
• Deleting an invoice will completely remove the invoice from the system, leaving no audit trail. Consider deleting an invoice only when there was a genuine error and you do not want an audit trail of the invoice in the system. 

Cancel an invoice

If the invoice has been approved and is awaiting payment, it can be cancelled.

If you integrate with Xero, cancelling an invoice in WorkflowMax will automatically void the invoice in Xero if no payment has been applied.

• More about Xero integration and cancelling invoices

  If an invoice, that has been exported to Xero, is subsequently cancelled in WorkflowMax, then:

  • If the invoice is in a Draft or Submitted state, it will be deleted from Xero.
  • If the invoice has been Authorised then:
    • If no payments or credits have been applied, then the invoice will be voided in Xero.
    • If there are payments or credits, then an error will be displayed, as Xero will not allow the invoice to be voided.
  • If the invoice has been fully paid then an error will be displayed.

  This applies only when you cancel an invoice. If you delete an invoice, then you will still need to manually remove it from Xero.

To cancel an invoice:

1. In the Business menu, select Invoices.
2. If required, select the down-arrow to the right of the page title and select the required filterA filter provides a quick way to display only selected clients, invoices, quotes and work in progress based on pre-defined criteria. Once a filter has been selected, it becomes the default title for the page. Page titles that are also filter names are shown in blue text with a drop-down arrow, at right. .
3. Select the Awaiting Payment or Overdue tab.
4. In the Invoice manager screen, drill down on the invoice that you wish to cancel.
5. On the Invoice information screen, select Options > Cancel and confirm cancellation. The invoice is removed from the invoice manager display.

Delete an invoice

To be able to delete an approved invoice, you need to have the Financial Privileges > Invoices (Delete) privilege in your staff record. You do not need to have this privilege to delete a draft invoice.

To delete an invoice:

1. In the Business menu, select Invoices.
2. If required, select the down-arrow to the right of the page title and select the required filterA filter provides a quick way to display only selected clients, invoices, quotes and work in progress based on pre-defined criteria. Once a filter has been selected, it becomes the default title for the page. Page titles that are also filter names are shown in blue text with a drop-down arrow, at right. .
3. Select the Draft, Awaiting Payment or Overdue tab.
4. In the Invoice Manager screen, drill down on the invoice that you wish to cancel.
5. On the Invoice information screen, select Options > Delete and confirm deletion. The invoice is removed from the invoice manager display.