How to Void a Check in QuickBooks Online

To void a check in QuickBooks Online, locate the check under Expenses, review the details, and select Void to update the record while keeping a clear audit trail. This process ensures your books stay accurate, prevents duplicate payments, and allows you to reissue corrected checks if needed. Adding memos and verifying reports keeps your records transparent and compliant.

Open the Check in QuickBooks Online

To start, you’ll need to locate the check that needs to be voided.

• Log in to QuickBooks Online.
• From the left-hand menu, go to Expenses.
• Select Vendors or Expenses tab depending on where you created the check.
• Use the search bar or filter to find the check by vendor name, amount, or check number.

For example, if you mistakenly issued a $1,000 check to a subcontractor but the correct amount was $900, you’ll search for that check to void it.

Review the Check Details

Before voiding, make sure you’re working with the correct check.

• Click the check to open it.
• Review key details such as:
  
  • Vendor name
  • Check number
  • Amount
  • Payment account

This step prevents you from accidentally voiding the wrong payment.

Void the Check

Once you’ve confirmed, it’s time to void the check.

• With the check open, select More at the bottom of the screen.
• Choose Void from the menu options.
• QuickBooks will ask for confirmation. Select Yes to proceed.

When you void a check:

• The check remains in your records but the payment amount is changed to $0.00.
• The void is reflected in your books for the accounting period when the void action occurs.

Add a Memo for Clarity

Always add a memo to explain why the check was voided. This helps maintain clear records for audits or reviews.

Examples of memos you could add:

• “Duplicate payment — reissued with correct amount.”
• “Vendor requested ACH instead of check.”
• “Check lost by subcontractor — voided and replaced.”

Reissue the Check (If Needed)

If you’re voiding a check due to errors but still need to pay the vendor or subcontractor, you must reissue the check.

• Create a new check in QuickBooks Online with the correct details.
• Confirm that the new check number is different from the voided one.

For example, if check #101 was voided, the replacement might be check #102 with the corrected amount.

Verify in Reports

Finally, confirm that the voided check is reflected correctly in your books.

• Go to Reports > Transaction List by Date or Vendor Expenses Report.
• Verify that the check shows as voided with a $0.00 balance.
• Ensure your bank reconciliation matches the updated records.

Example: Before and After Voiding a Check

Bonus Tip: Integrate DepositFix with QuickBooks

If you often handle payments online, integrating DepositFix with QuickBooks can save you time and reduce check-related errors. DepositFix lets you accept credit card payments directly from customers and syncs them with QuickBooks automatically. Plus, you can pass on credit card fees to customers, keeping your margins intact while keeping your books up to date.