If you know the remaining balance on an invoice will not be paid, you can close the invoice to mark that balance as uncollectible.
Close an invoice
Closing an invoice marks any unpaid balance as uncollectible and prevents your contact from making further payments on it. Your contact does not receive an email notification when you close an invoice. You can close a single invoice from the invoice detail view, or close several invoices at once from the Invoicing page.
Close a single invoice
Use these steps when you want to close one invoice and add a date or note for your records.
Navigate to the Invoicing page and select the invoice you want to close, or open the project, click the Invoicing tab, then select the invoice.
Click the more options menu (...) on the invoice detail view.
Select Close invoice.
In the Close invoice modal:
The Date field defaults to today. Select a different date if needed (optional).
Enter a Note (optional). Your contact can see this note in the Payments section of their invoice.
Click Close.
Your contact does not receive an email notification when you close an invoice.
After closing, any unpaid payment plan installments are marked as closed and payment reminders are removed.
Close multiple invoices at once
If you have several invoices to close, you can do it in one step from the invoice list.
Navigate to the Invoicing page.
Select the invoices you want to close using the checkboxes.
Click Close invoices in the bulk actions bar.
Invoices that are already paid or already closed are skipped automatically.
Reopen a closed invoice
You can reopen a closed invoice at any time. Reopening marks the outstanding balance as unpaid again so your contact can resume making payments.
Navigate to the Invoicing page and select the closed invoice, or open the project, click the Invoicing tab, then select the invoice.
Click the more options menu (...) on the invoice detail view.
Select Open invoice.
In the confirmation dialog, click Open Invoice.
After reopening, payment plans and reminders are also reopened, but you may need to adjust their due dates.
Uncollectible balances in reporting
When you close an invoice, the uncollectible amount appears in your financial reports so you can track it separately from earned revenue.
Chart of Accounts: Uncollectible balances appear per income category on the Chart of Accounts page. They do not affect your gross revenue.
Transactions: You can filter by uncollectible transactions on the Transactions page (Invoicing ➔ Transactions).
FAQ
Can I close only a portion of an invoice?
No. Closing an invoice marks the entire remaining unpaid balance as uncollectible. If you need to reduce the total, consider adjusting the line items or applying a discount.
Can I close a fully paid invoice?
No. The close option is only available for invoices with a remaining unpaid balance. Fully paid invoices do not have this option.
Can I close an invoice with a 100% discount?
No. An invoice with a 100% discount has no remaining balance, so there is nothing to mark as uncollectible.
What happens to my flow when I close an invoice?
Closing an invoice does not trigger any flow actions. Flows watching for full or partial payment are not affected.
If I unarchive a project, will closed invoices automatically reopen?
No. You must reopen closed invoices manually.
Will closing an invoice sync with QuickBooks or Xero?
No. After you close an invoice in Dubsado, you must also close the invoice in QuickBooks or Xero separately.