Should You Void or Delete Transactions in QuickBooks?

One of the most common questions small business owners ask when cleaning up their books is: Should I void this transaction—or delete it?

If you’re managing your finances in QuickBooks (or any other accounting platform), knowing the difference matters more than you might think. Choosing the right option can help you maintain accurate financials, avoid confusion later, and keep your records audit-ready.

Let’s walk through the difference, so you can make the best call for your business:

When to Void a Transaction

Think of voiding like crossing something out with a pencil instead of erasing it completely. The transaction is still there, but its amount is set to zero.

Use void when:

• You made a mistake, but still want a record of the transaction.

• You need to maintain a clean audit trail for tax season or future reviews.

• You’ve already issued an invoice or check, but realize it needs correcting—not erasing.

Why it matters:
Voiding keeps your books balanced while preserving history. That’s important if you're ever audited or want to see the flow of past activity.

Example:
You sent an invoice with the wrong amount. Instead of deleting it, void it. That way, the transaction won’t affect your totals, but you’ll still see it in your records.

When to Delete a Transaction

Deleting a transaction means it's gone—completely removed from your books.

Use delete when:

• The transaction was entered by mistake (like a duplicate).

• You manually added a bank transaction, and it was also pulled in through your bank feed.

• A payment or bill was created in error and never should’ve existed.

Why it matters:
Deleting is clean—but it also removes all trace of the transaction. That can affect your reports, balances, or audit history if used incorrectly.

Example:
You accidentally recorded the same payment twice. Delete the duplicate so it doesn't inflate your income or expenses.

Quick Summary:

Use ThisWhen You...VoidNeed to cancel a transaction but keep a record.DeleteWant to completely remove a mistake or duplicate.

Need Help Cleaning Up Your QuickBooks?

If you’re spending more time second-guessing your entries than serving your clients, it might be time to delegate your bookkeeping. At Counting on Amy, we help service-based business owners like you get clarity in their numbers and peace of mind in their financial systems.

Let’s take QuickBooks off your plate—so you can focus on growing your business.

Schedule a Free Discovery Call and let’s clean up your books the right way.