Void or delete transactions in QuickBooks Online

Learn how to void and delete a transaction in QuickBooks Online.

If you create a transaction by mistake in QuickBooks Online, you’ll need to either void or delete it so it doesn't affect your account balances or reports.  In this article, we’ll show you the difference between voiding and deleting transactions and how to do it.

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If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant or find a ProAdvisor. For example, if a customer owes you money but you know you won't be paid, learn how to write off bad debt.

Understand the difference between voiding and deleting a transaction

If you void a transaction, the record of it remains in QuickBooks but it won’t affect your books. If you delete a transaction, it's entirely removed from your books and won't appear in any reports or accounts. You can view some details of the deleted transaction in the audit log, but you can’t recover the whole transaction. 

Tip: For good bookkeeping, it's better to void than to delete it to keep the whole record of the transaction. Only delete a transaction if you’re sure that you don’t need a record of it.

You can delete all transaction types in QuickBooks, but you can only void certain transaction types. Here are the transactions that can’t be voided:  

• Estimates
• Deposits
• Vendor credits
• Purchase orders 
• Delayed charges 
• Bills
  Note: You can't void bills, but you can void bill payments.

If you're still not sure whether to void or delete a transaction, reach out to your accountant. If you don't have one, we can help you find a ProAdvisor.

Void or delete a transaction

To keep your account balances and reports accurate, void or delete transactions that are made by mistake.

1. Go to Sales, then select All sales (Take me there).
2. Find the invoice that you want to void or delete.
3. In the Action column, select the dropdown ▼, then select Void or Delete.

Note: You can write off a transaction as a bad debt if it's correct but you won't get paid for it. If you’re not sure, check with your accountant for the best way to handle it.