Invoice Write-Off & Cancellation

    Overview

    Organisation admins can delete (cancel) or write off outstanding invoices and failed payments directly from the Invoice Management dashboard. Both actions require a mandatory notes field to maintain a clear record. This lets organisers clean up irrecoverable debts or remove incorrectly-issued invoices without needing to contact Horsify support.

    Who Should Use This Feature

    Perfect For

    • Club treasurers and administrators managing outstanding invoices and payment failures
    • Event organisers needing to cancel incorrectly issued invoices
    • Finance administrators writing off uncollectable debts for accounting purposes

    Prerequisites

    • You must be an admin of your organisation
    • Invoice write-off and cancellation are available from the Invoice Management page

    Key Features

    ❌ Delete Invoice

    Cancels an unpaid invoice. Cancelled invoices cannot be paid or reversed.

    Rules:

    • Only unpaid invoices can be cancelled
    • Paid invoices cannot be cancelled (use a refund instead)
    • A reason/notes field is required before the action is confirmed
    • The reason and the time of the action are recorded against the invoice

    ✏️ Write Off Invoice

    Writes off an outstanding or failed invoice as uncollectable.

    Rules:

    • Applicable to invoices that cannot be collected (e.g., repeated payment failures, non-paying customers)
    • A mandatory notes field must be completed — e.g., "Customer uncontactable", "Debt under threshold"
    • The invoice is marked as written off and no further payment attempts are made
    • Historical record is preserved for audit and accounting purposes

    How to Use

    Deleting (Cancelling) an Invoice

    1. Navigate to Organiser → Invoice Management
    2. Find the invoice using search or filters
    3. Click Delete Invoice
    4. Enter a reason in the notes field (required)
    5. Click Confirm — the invoice status changes to Cancelled

    Writing Off an Invoice

    1. Navigate to Organiser → Invoice Management
    2. Find the invoice to write off
    3. Click Write Off
    4. Enter notes explaining the write-off reason (required for audit trail)
    5. Click Confirm — the invoice is marked as Written Off

    Record Keeping

    Both actions record against the invoice:

    • The timestamp of the action
    • The mandatory notes/reason provided

    This preserves a clear history for reconciliation and accounting.\n\n---\n\nSource: wiki/features/INVOICE_WRITEOFF_CANCELLATION.md \nLast synced: 2026-09-07 11:46:56 UTC

    Published: