Pooltrackr now supports voiding invoices, both individually and in batch mode. This functionality allows users to mark invoices as void while maintaining accurate integration with external accounting systems (Xero, Lightspeed) and ensuring proper filtering, visibility, and synchronization.
When can you void an invoice from Pooltrackr's interface?
The Void invoice action allows users to mark an invoice as void directly from the invoice lists. This option is visible only for unpaid invoices in the Invoices List and for unpaid batch invoices in the Batch Invoices List. To prevent accidental voiding, the option is only available for invoices that are unpaid and not synced with an external system such as Xero or Lightspeed.
However, you can still void invoices through Xero/Lightspeed and the status will be synced back to Pooltrackr.
How to void invoices in Pooltrackr
Individual invoices
The process below also applies to deposit invoices.
Go to Operations → Invoicing → Invoices.
Click on the menu option under the Actions column.
Click on the Void invoice option.
You will then get a prompt to confirm if you wish to proceed with voiding the invoice. Click on OK to continue.
Once voided, the invoice status will be changed to 'Voided'.
Batch invoices
Go to Operations → Invoicing → Batch invoices.
Click on the menu option under the Actions column.
Click on the Void invoice option.
You will then get a prompt to confirm if you wish to proceed with voiding the invoice. Click on OK to continue.
Once voided, the batch invoice status will be changed to 'Voided'.
Invoices that were part of a voided batch invoice will automatically be returned to the batch queue.
Voiding invoices from the external platform (Xero/Lightspeed)
If your organisation is connected to an external accounting platform such as Xero or Lightspeed, invoices must be voided directly in that external system rather than in Pooltrackr. Once the invoice is voided in Xero or Lightspeed, Pooltrackr will pick up the change automatically and will sync then update the invoice status to Voided within the platform.
Note: It may take a several minutes for the void status to cross over from the external platform back to Pooltrackr.
Where can you find the voided invoices?
You’ll find all voided invoices under the Voided filter in the invoice list. Once an invoice is marked as voided, it drops out of the “All Active” view and sits neatly in the Voided section, so you can review them anytime without mixing them in with your live invoices.
You can adjust the date filters to a specific time period. Once the date range is set, switch to the Voided filter to display only invoices marked as void within that window.
Impact of voiding invoices on Finance Dashboard
Voided invoices will be removed from the Finance dashboard to ensure that financial summaries, totals, and reports reflect only active invoices. This helps prevent confusion or miscalculations in revenue tracking but they will remain accessible for historical reference. Users can locate them using the “Voided” filter in the invoice list views and by adjusting date ranges as needed.