Overview
Organisation admins can tidy up invoices that will never be paid, straight from the Invoice Management dashboard, without contacting Horsify support. There are three actions, and each records a mandatory note so the reason is on the record:
- Delete Invoice — cancel an invoice that shouldn't have been issued.
- Write Off — accept that an unpaid invoice won't be collected.
- Waive Balance — clear a small remainder on an invoice that was mostly paid.
The buttons you see depend on the invoice's status; Horsify only offers the ones that apply.
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 (Organiser → Finances → Invoices & Receipts)
Key Features
❌ Delete Invoice
Cancels an unpaid invoice. Cancelled invoices cannot be paid or reversed.
Rules:
- Available on Pending and Draft invoices only
- Paid invoices cannot be cancelled — refund them 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:
- Available on Pending invoices — an unpaid invoice you've decided not to chase
- 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
💧 Waive Balance
Clears a small remainder on an invoice that has already been mostly paid — recorded as a partial write-off rather than a full one.
The usual case is a leftover card surcharge after someone settled by bank transfer: the invoice is paid in substance, but a few dollars sit there as outstanding forever.
Rules:
- Only on a registration invoice
- Only when something has already been paid and a balance is still owing
- Not available once the invoice has been cancelled or written off
- Notes are required, as with the other two actions
Other actions on the same screen
Depending on status you may also see:
- Request payment — send the customer a payment link (Pending invoices)
- Mark as paid — record a payment you collected yourself, e.g. cash on the day (Pending invoices)
- Edit — Draft invoices only
- Download PDF — once an invoice has been paid
How to Use
Deleting (Cancelling) an Invoice
- Navigate to Organiser → Finances → Invoices & Receipts (the Invoice Management page)
- Find the invoice using search or filters
- Click Delete Invoice
- Enter a reason in the notes field (required)
- Click Confirm — the invoice status changes to Cancelled
Writing Off an Invoice
- Navigate to Organiser → Finances → Invoices & Receipts (the Invoice Management page)
- Find the invoice to write off
- Click Write Off
- Enter notes explaining the write-off reason (required for audit trail)
- Click Confirm — the invoice is marked as Written Off
Waiving a Remaining Balance
- Open the invoice from Organiser → Finances → Invoices & Receipts
- Click Waive Balance (shown only when part of the invoice is paid and a balance remains)
- Enter notes explaining why the remainder is being cleared
- Click Confirm — the remaining amount is recorded as written off and the invoice stops showing as outstanding
Record Keeping
All three 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: 2026-10-06 06:09:37 UTC