Invoice Write-Off & Cancellation

Overview

Organisation admins, and staff with Finances at Manage, 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, or staff with Finances at Manage (see Staff Access). Staff with Finances at View can open invoices but don't see these actions
• Invoice write-off and cancellation are available from the Invoice Management page (Finances → Invoices & Receipts in the organiser menu)

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
• If a payment is still linked to the invoice, Horsify asks you to remove or refund that payment first
• 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. It's 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
• Waiving the balance also marks the registration as paid

Other actions on the same screen

Depending on status you may also see:

• Mark as Paid: record a payment you collected yourself, e.g. cash on the day (Pending invoices)
• Email Invoice: send the invoice to the customer again
• Print Invoice and Download

How to Use

Deleting (Cancelling) an Invoice

1. Navigate to Finances → Invoices & Receipts in the organiser menu (the Invoice Management page)
2. Find the invoice using search or filters
3. Open it and click Delete Invoice
4. Enter a Reason (required)
5. Click Delete Invoice in the dialog. The invoice status changes to Cancelled

Writing Off an Invoice

1. Navigate to Finances → Invoices & Receipts in the organiser menu (the Invoice Management page)
2. Find the invoice to write off
3. Open it and click Write Off
4. Enter a Reason explaining the write-off (required for the audit trail)
5. Click Write Off Invoice in the dialog. The invoice is marked as Written Off

Waiving a Remaining Balance

1. Open the invoice from Finances → Invoices & Receipts in the organiser menu
2. Click Waive Balance (shown only when part of the invoice is paid and a balance remains)
3. Enter a Reason explaining why the remainder is being cleared
4. Click Waive Balance in the dialog. The remaining amount is recorded as written off, the registration is marked as paid 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: 2026-10-21 13:12:15 UTC