Mark an invoice as paid or void

Change a published invoice's status when its payment happens outside the portal, or when you won't collect it. You don't need to do this when a client pays online: the invoice is marked paid by itself.

1. 1

   Find the invoice

   On the case, open Invoices and choose All Invoices.

   If your role doesn't moderate invoices, the tab is Your Invoices, and you can change only the invoices you created.

2. 2

   Choose its new status

   In the invoice's row, open the Action list and choose:

   • Paid Invoice, for a payment by check, cash or bank transfer.
   • Void Invoice, to cancel it, such as one sent with a mistake.
   • Processing Invoice, when a payment is on its way, such as a check in the post.
   • Uncollectible Invoice, when you don't expect to be paid.
3. 3

   Confirm the change

   Choose Yes. Paid and void can't be undone.

What happens next

The Status column shows the new status. For each one:

• Paid and Void are final. Reminders stop, the invoice leaves your client's To DoTo Do The list on a case of things waiting for you, such as forms to fill in, documents to sign or events to confirm., and its creator is emailed "An invoice has been paid" or "An invoice has been voided". Your client isn't sent a receipt for a payment you mark yourself.
• Processing and Uncollectible stop the reminders and take the invoice off your client's To Do. Your client can still open and pay it from Invoices, and you can still mark it paid or void later.

To bill again after voiding, choose Duplicate Invoice, check the copy and publish it.

If something goes wrong

• The options aren't in the Action list. They're only on published invoices that aren't paid or void, and only while the case is open. Delete a draft with Delete Invoice instead.
• "Failed to change invoice status" or "Failed to void invoice". Someone changed it first, such as your client paying online. Wait a moment for the list to refresh.
• Your client paid online and needs their money back. See Refund a paid invoice.

Your firm may have changed what each role can do on a case. If an option described here is missing, ask an Admin of your hub.