How to Delete an Invoice in QuickBooks

To delete an invoice in QuickBooks, first decide whether to delete it entirely or void it for recordkeeping. In QuickBooks Online, go to Sales → Invoices, open the invoice, click More, and choose Delete or Void. In QuickBooks Desktop, open the Customer Center, select the invoice, and use the Edit menu to delete or void it. Always check linked payments before deleting and review your records afterward to ensure accuracy.

Review the Invoice Before Deleting

Before deleting an invoice, carefully review it to confirm whether deletion is the best choice. Once deleted, the invoice will no longer exist in your records.

Key checks to make:

• Confirm that the invoice has not been paid or partially paid.
• Verify that the invoice is not linked to other transactions.
• Ensure your accounting team or bookkeeper approves the deletion for compliance.

Access the Invoice in QuickBooks

To locate the invoice you want to delete:

1. Open QuickBooks and log in with the proper access credentials.
2. Go to the Sales or Invoices tab from the left navigation menu.
3. Search for the invoice using the customer name, invoice number, or date.

This step ensures you’re working with the correct record.

Decide Between Deleting and Voiding

QuickBooks allows you to either delete or void an invoice. Understanding the difference is important:

Delete the Invoice

If you’re certain deletion is the right choice:

1. Open the invoice you want to delete.
2. At the bottom of the screen, click More.
3. Select Delete.
4. Confirm the action when prompted.

Once deleted, the invoice cannot be recovered unless you re-create it manually.

Check the Audit Log

Even though deleted invoices disappear from your active books, QuickBooks records the deletion in the Audit Log. This ensures transparency and accountability.

To access it:

• Go to Settings (⚙️ icon) > Audit Log.
• Review the deletion entry to confirm the action was recorded properly.

Example Scenario

Imagine you accidentally entered the same invoice for a customer twice. One was sent to the client, and the other remained in your system as a duplicate. To avoid overstating your accounts receivable, you can safely delete the duplicate invoice.

Best Practices for Managing Invoices in QuickBooks

• Use DepositFix & QuickBooks integration to easily manage invoices
• Always double-check invoices before sending to reduce errors.
• Use the Void option when you want to keep a record for compliance.
• Regularly review the Audit Log for accountability.
• Consider restricting user permissions so only authorized staff can delete invoices.