Introduction
Occasionally, you may enter an invoice or credit note in Xero by mistake — perhaps using the wrong customer, amount, or date. Instead of editing an approved or sent transaction, Xero gives you two options: delete or void.
Deleting completely removes the record from your books, while voiding cancels it but keeps a record for audit purposes. Knowing when and how to use each option ensures your financial data remains accurate and compliant.
How to delete or void an Invoice in Xero?
Step 1: From the Dashboard, go to Sales, then choose Invoices.
Step 2: Locate the invoice you want to change and open it.
Step 3: Check the invoice status.
You can delete invoices that are in Draft status.
You can void invoices that are in Awaiting Approval or Awaiting Payment status.
If the invoice has already been paid, you must first remove or unallocate the payment before you can void it.
Step 4: Select Void or Delete:
For draft invoices, click Invoice Options (found at the top of the invoice) and select Delete.
For approved invoices, click Invoice Options (found at the top of the invoice) and select Void.
Xero will cancel the invoice but retain a record for your audit trail.
Step 5: Confirm your action.
Once confirmed, the invoice will either be removed (if deleted) or marked as Voided (if voided).
How to delete or void credit note in Xero?
Step 1: From the Dashboard, go to Sales, select Invoices.
Step 2: Locate the credit note you want to void and open it.
Step 3: Check the credit note status.
You can delete credit notes that are in Draft status.
You can void credit notes that are in Awaiting Approval or Awaiting Payment status.
If the credit note has already been applied to an invoice or payment, you must first remove the allocation before you can void it.
Step 4: Select Void or Delete:
For draft credit notes, click Options (found at the top of the invoice) and select Delete.
For approved credit notes, click Options (found at the top of the invoice) and select Void.
Xero will cancel the invoice but retain a record for your audit trail.
Step 5: Confirm your action. Once confirmed, the credit note will either be removed (if deleted) or marked as Voided (if voided).
What you can delete
You can delete invoices (or bills) that are in Draft status — i.e., they haven’t been approved or sent.
For invoices that haven’t had payments applied, deletion is often possible.
What you can’t delete
Once an invoice has been approved, sent, or paid, deletion may no longer be possible — in such cases you’ll usually need to void the invoice instead.
If an invoice has payments or credit notes applied, Xero restricts deletion.
Tips
Only invoices without payments or allocations can be deleted or voided.
Voiding is safer than deleting since it keeps a record for review and audit.
If accounting periods are locked, you may need permission from your advisor to void or delete.
Once deleted, invoice numbers cannot be reused.
Use a credit note if you need to adjust a sent or paid invoice instead of deleting it.
Frequently Asked Questions (FAQs) about How to delete or void an invoice and credit note in Xero?
Q: Can I void multiple invoices at once?
A: No, invoices must be voided individually.
Q: Can I reverse a voided invoice?
A: No, you can’t undo a voided invoice. You’ll need to recreate it if required.
Q: Does a voided invoice appear in reports?
A: Yes, it remains listed for audit and reference but doesn’t affect balances.
Q: Can I delete an approved invoice?
A: No, only draft invoices can be deleted. Approved ones should be voided instead.
Q: Why can’t I delete or void my invoice?
A: Check if it’s paid, allocated, or falls within a locked period — these factors prevent deletion or voiding.
Conclusion
Deleting or voiding invoices and credit notes in Xero is a straightforward way to correct entry errors while maintaining accurate records.
Use Delete when removing unapproved drafts and Void when cancelling approved or issued documents. Following these steps ensures your accounting data stays clean, transparent, and compliant with reporting standards.