How Do I Write off an Invoice in QuickBooks?

As a business owner, you may encounter situations where you need to write off an invoice. Whether it’s due to a customer’s inability to pay or a decision to forgive a debt, QuickBooks provides a straightforward process to write off an invoice. Here’s a step-by-step guide on how to do it:

1. Open QuickBooks and navigate to the Customer Center.
2. Locate and select the customer associated with the invoice you want to write off.
3. In the customer’s transactions, find the invoice you want to write off and open it.
4. Click on the “Edit” menu and select “Void Invoice” or “Delete Invoice” (depending on your version of QuickBooks).
5. A confirmation message will appear. Click “Yes” or “OK” to confirm the deletion of the invoice.
6. QuickBooks will ask if you want to write off the invoice as uncollectible. Click “Yes” or “OK” to proceed.
7. The invoice will now be marked as uncollectible and removed from the customer’s outstanding balance.

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1. Can I write off an invoice without deleting it?
Yes, you can. Instead of voiding or deleting the invoice, you can apply a credit memo to offset the outstanding balance.

2. Will writing off an invoice affect my financial statements?
Yes, writing off an invoice will impact your financial statements. It reduces your accounts receivable and may affect your income statement and balance sheet.

3. Can I write off multiple invoices at once?
Yes, you can write off multiple invoices by following the same steps mentioned above. Simply select all the invoices you want to write off before voiding or deleting them.

4. Can I write off an invoice after it has been paid?
No, once an invoice has been paid, you cannot write it off. However, you can issue a refund or credit memo to the customer.

5. Can I reverse a write-off in QuickBooks?
Yes, you can reverse a write-off by creating a new invoice or applying a payment to the customer’s account.

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6. What happens to the uncollectible amount after writing off an invoice?
The uncollectible amount is typically recorded as a bad debt expense, which reduces your taxable income.

7. Can I write off an invoice in the cash basis accounting method?
Yes, you can write off an invoice in the cash basis accounting method. However, it is recommended to consult with your accountant or tax professional for guidance on the proper treatment of bad debts.