Updated Jul 17, 2023
If you know the remaining balance on an invoice will not be paid, you can close the invoice.
For information on deleting an invoice, click here.
Close an invoice
Any invoice with a remaining balance can be closed:
Open the project by going to Projects.
Click the Invoices tab.
If your invoice doesn’t appear automatically, click Invoice List to select the invoice you want to close.
Click Apply >> Close Invoice.
Add a note (optional) that is visible to your client on the invoice.
Click Apply.
Under PAYMENTS, you’ll see the payment listed as Uncollectible. Any unpaid payment plan installments are marked as Closed and payment reminders are removed.
Your client won’t get any email notifications when you close an invoice. If they view their invoice, they’ll see the uncollectible balance. Your client can’t make any payments on a closed invoice.
Reopen a closed invoice
🚨 Editing or removing invoice items will automatically reopen the invoice. You'll get a warning message beforehand.
You can reopen a closed invoice at any time. To reopen an invoice:
Open the project by going to Projects.
Click the Invoices tab.
If your invoice doesn’t appear automatically, click Invoice List to select the invoice you want to reopen.
Click Apply >> Reopen Invoice.
Payment plans and reminders are also reopened but don’t automatically update, so you may need to adjust the due dates.
Reporting
Under Reporting >> Chart of Accounts, you can see your total uncollectible balance in each income category. Uncollectible balances don’t affect your gross revenue.
To show or hide uncollectible balances, go to Reporting >> Transactions, click Filters, and make a selection under Transaction type.
FAQ
Can I close only a portion of an invoice?
No. Closing an invoice will mark the entire remaining unpaid balance as uncollectible. If you need to reduce the total of an invoice, consider adjusting the line items or applying a discount.
What will happen to my workflow when I close an invoice?
Closing an invoice will not change or trigger any workflow actions watching for full or partial payment.
If I unarchive a project, will the closed invoices automatically reopen?
No. If you would like to reopen a closed invoice, you must do so manually.
Will closing an invoice in Dubsado sync with QuickBooks or Xero?
No. After you close an invoice in Dubsado, you must also go to your invoice in QuickBooks or Xero to close the invoice.
How do I close an invoice with a 100% discount applied?
An invoice with a 100% discount can't be closed because you only close an invoice with a remaining balance.