Introduction
Sometimes, you may enter a bill or supplier credit note in Xero by mistake — perhaps with the wrong supplier, date, or amount. Instead of editing an approved transaction, Xero provides two options: delete or void.
Deleting completely removes the transaction from your records, while voiding cancels it but keeps an audit trail. Understanding when to delete or void ensures your accounts payable remain accurate and compliant.
How to delete or void a bill to pay in Xero?
Step 1: From the dashboard, go to Purchases, choose Bills.
Step 2: Locate the bill you want to correct and open it.
Step 3: Check the bill status.
You can delete bills that are in Draft status.
You can void bills that are in Awaiting Approval or Awaiting Payment status.
If the bill 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 bills, click Bill Options (at the top of the page) and select Delete.
For approved bills, click Bill Options and select Void. Xero will cancel the bill but retain a record for your audit trail.
Step 5: Click ok to confirm your action. Once confirmed, the bill will either be removed (if deleted) or marked as Voided (if voided).
How to delete or void a credit note in Xero?
Step 1: From the dashboard, go to Purchases, choose Bills.
Step 2: Search for the supplier credit note you want to void.
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 allocated to a bill or payment, you must first remove the allocation before you can void it.
Step 4: Select Void or Delete:
For draft credit notes, click Credit Note Options and select Delete.
For approved credit notes, click Credit Note Options and select Void. Xero will cancel the credit note but retain it for your audit trail.
Step 5: Confirm your action. Once confirmed, the credit note will either be deleted (if draft) or marked as Voided (if approved).
What You Can Delete
Bills or credit notes in Draft status.
Bills that haven’t been approved, sent, or paid.
What You Can’t Delete
Approved, sent, or paid bills — these must be voided instead.
Bills or credit notes with payments or allocations applied — Xero restricts deletion.
Tips about Voiding or Deleting bill to pay and credit note in Xero
Only unapproved bills and unallocated credit notes can be deleted or voided.
Voiding is safer than deleting since it preserves a record for review and audit.
If your financial period is locked, you may need permission from your accountant or advisor to make changes.
Once deleted, bill numbers cannot be reused.
To adjust an approved or paid bill, use a credit note instead of deleting it.
Frequently Asked Questions (FAQs) about Voiding or Deleting bill to pay and credit note in Xero
Q: Can I void multiple bills at once?
A: No, bills must be voided individually.
Q: Can I reverse a voided bill or credit note?
A: No, you can’t undo a voided transaction. You’ll need to recreate it if necessary.
Q: Does a voided bill appear in reports?
A: Yes, it remains visible for audit and reference but doesn’t affect balances.
Q: Can I delete an approved bill?
A: No, only draft bills can be deleted. Approved ones must be voided.
Q: Why can’t I delete or void my bill?
A: Check if it’s paid, allocated, or within a locked accounting period — these prevent deletion or voiding.
Conclusion
Deleting or voiding bills and supplier credit notes in Xero is a simple way to correct data entry errors while keeping your records accurate and compliant.
Use Delete for removing unapproved drafts, and Void for cancelling approved or issued documents. Following these steps ensures your accounts payable remain clear, consistent, and audit-ready.