How to Delete an Invoice in QuickBooks Online and Desktop?

How to Delete an Invoice in QuickBooks Online and Desktop

Did you create an invoice by mistake? If so, you should delete that invoice so that it does not affect your account reports and balances. If you have no earthly idea how to delete an invoice in QuickBooks Online and QuickBooks Desktop, we will enlighten you.

This guide elucidates the procedure of QuickBooks delete invoices, batch delete invoices in QuickBooks Online, and find the deleted invoices. Let’s read ahead!

Should I Void or Delete an Invoice in QuickBooks?

Most QuickBooks users have this concern about whether they should void or delete the invoice permanently. However, there are some conditions depending on which you can decide if voiding the invoice is better than deleting it.

Hence, before learning the procedure of QuickBooks delete invoices, we want you to understand the pros and cons of deleting the invoices in QuickBooks.

When Should You Void the Invoice in QuickBooks?

It is believed that voiding the invoice is better than deleting it. Doing so, the transaction cannot affect the account reports and balances. Moreover, you can have all the records which are beneficial for good accounting.

Also, if you void the invoice, your accounting software does not void the payment of your record for your invoices.

However, there are a few invoices that cannot be void. It includes deposits, estimates, purchase orders, supplier credits, delayed credits, and delayed charges. You cannot void the bills but bill payments can be set as void.

When Should You Delete the Invoice in QuickBooks?

If you generate an invoice for the customer accidentally that is no longer in use, or, you don’t wish to keep the invoice not even for record purposes then you can delete the invoice. This will erase the invoice completely from your QuickBooks program.

By deleting an invoice, you will not see it in your account or on any reports. So make sure that you decide to delete the invoice only when you are very sure about taking this step.

In QuickBooks, any kind of invoice can be deleted. However, if you wish to retrieve the deleted invoices, you can restore them by using the Audit Log or Backup file.

How Do You Delete an Invoice in QuickBooks?

In some situations, you might want to remove the invoices that you created earlier. If that is the case, we will show you how to delete invoice in QuickBooks Online and QuickBooks Desktop in the following steps:

  • Click on the “Sales” located on the left.
  • Click on the “Invoices” located on the top.
  • Look for the invoice that you want to delete.
  • Then, click on the “More” option located at the bottom (in the Invoices screen).
  • Select the “Delete” button.
  • Hit the “Yes” button.

Or

  • Click on the “Sales” located on the left.
  • Click on the “Invoices” located on the top.
  • Look for the invoice that you want to delete.
  • Click on the “Action” column.
  • Select the “Delete” button using the drop-down.

You have successfully learned how to delete invoice in QuickBooks Online and QuickBooks Desktop. If required then you can see the deleted invoices from the Audit Log.

How to Void an Invoice in QuickBooks?

There are users who want to void invoices in QuickBooks. If you are one of them, the upcoming instructions are for you.

  • Go to the “Sales” located on the left.
  • Switch to the “Invoices” section from the top.
  • Scroll down to the invoice that you want to void.
  • Go to the “Action” column, click the drop-down menu.
  • Then, select the “Void” button.

This is how you can easily void invoices in QuickBooks. All you have to pick the invoice and apply your action as a void invoice.

How to Delete Multiple Invoices in QuickBooks?

Deleting the invoices manually can be a hectic task for some. To perform your task smartly, you can remove the invoices all at once while saving a lot of time.

This occasion is rare where you need to remove multiple invoices or transactions from the QuickBooks account. This situation may occur when your account is occupied with duplicate transactions. To sort your transactions, batch invoice deletion is required.

However, there is no direct option to remove multiple invoices at once in QuickBooks Online.

Interestingly, there are a few QuickBooks Desktop versions in which you can delete or archive the invoices. These QuickBooks Desktop versions are as follow:

  • QuickBooks Desktop Accountant 2017
  • QuickBooks Enterprise
  • QuickBooks Enterprise Accountant 17.0 version and later versions.

If you are a user of any of the specified QuickBooks versions, you can easily delete multiple invoices in bulk.

A Few Things You Should Look At

Before learning how to delete an invoice in QuickBooks Desktop in bulk, one should keep the following pointers into consideration:

  • Make sure you log in with admin right or as an External Accountant user.
  • Users cannot batch void or delete certain types of invoices. But, you can delete them individually. Below are the invoices that cannot be removed in bulk but manually:
    • Invoices with times, reimbursed expenses, items, or mileage.
    • Invoices with costs and billable time.
    • Payroll Liability Checks
    • Paychecks
    • Online Bill Payments
    • Sales Tax Payments
    • Any invoice in a closed period.

To delete such a transaction manually, you can simply go to the Edit button and hit the Delete option. In QuickBooks Online, how to delete an invoice? Read more.

How Do I Delete an Invoice in QuickBooks Online?

In order to delete the invoices, users are required to switch to the single-user mode. Let’s know how to delete an invoice in QuickBooks Online:

  • Click on the “File” button.
  • Then, click on the “Switch to Single-user mode”. If you find the “Switch to Multi-user mode” then don’t select this option.
  • Now, click on the “Accountant” menu.
  • Choose the “Batch Delete/Void Transactions” option.
  • Here, select the invoice from the “Available Transactions” list that you wish to void or delete.
  • Choose the “Review and Void” or “Review and Delete” option.
  • Now, click on the “Back Up and Void” or “Back Up and Void” option. You can skip the backup option if not required.
  • Click the “Void only” or “Delete only” using the dropdowns.
  • Select the “Yes” button to confirm your action.

Once you successfully delete the transaction from your QuickBooks program, you can view the deleted transaction if needed. All you have to click on the View Voided or Deleted Transaction Report option and check all your deleted invoices in one place.

How to Find a Deleted Invoice in QuickBooks?

A lot of users have this concern from where they can find the deleted invoice in QuickBooks. Although the deleted invoices will be removed from the account, there is a technique, you can find the deleted invoices.

  • In QuickBooks, click on the “Gear” icon to open settings.
  • Click on the “Audit Log” option.
  • Select the relevant user, events, and date with the help of the “Filter” drop-down menu.
  • Click the “Apply” button.
  • Now, view your deleted or lost transactions.

Note: To easily find the deleted transactions, you can use Ctrl + F key combination and type Deleted in the search bar. This will display the required results.

  • Now, go to the “View” option placed under the “History” column.
  • In the “Event” column, you can see all the details associated with the transactions.

This way, you can find the deleted invoices in the Audit Log. In case you wish to restore these deleted invoices then you can use the detail from Audit Log and mention the transaction details including the original date of the transaction.

In a Nutshell

Most users are confused if they should void the invoice or delete it entirely. In this guide, we have discussed when you should void or delete the invoice. Besides that, we have given a step-by-step procedure of QuickBooks delete invoices and void the invoices manually as well as batch delete.

These steps can be performed on both QuickBooks Online and QuickBooks Desktop depending on the QuickBooks version you are using.

Hopefully, you have understood how to delete an invoice in QuickBooks Desktop/Online.

In case you have stumbled upon the following errors while using QuickBooks, you can repair them by implementing the most effective solutions.

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