Voiding and refunding solve different problems. Use the action that matches what actually happened instead of changing invoice totals after the fact.
Void
Void is appropriate when the invoice should no longer be treated as a valid billing document under the supported lifecycle. The permission model includes invoice void authority separately from ordinary editing.
A posted invoice can require accounting reversal or linked cleanup rather than a simple delete.
Refund
Refund applies when money was collected and some or all of it needs to be returned or reversed through the payment lifecycle. Refund handling should reduce the net settled amount rather than pretending the original payment never existed.
Settlement reporting counts cleared refunds with their proper negative sign.
Credit notes
For commercial corrections after invoicing, a credit note can be a better accounting document than rewriting the original invoice. Accounting has a dedicated Credits area and credit-note workflow.
Historical integrity
Do not mass-recalculate old paid or posted invoices just because a newer calculation rule is better. Historical invoices are financial snapshots. When a provable historical accounting entry is wrong, use an auditable correction or reversal rather than silently changing the original journal.
Permissions
Invoice management, void, refund, and delete are distinct actions. The exact controls visible to a user depend on role permissions, workspace access, and the invoice state.
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Last modified on September 7, 2026
