Void or refund an invoice

Two situations, two answers. Void when no money moved. Refund when it did.

Void an invoice

Void sits on the invoice itself, on drafts and sent invoices alike. Use it when the invoice was wrong or shouldn’t have gone out. The invoice stays on the record marked as void — a canceled invoice that vanishes is a hole in your history.

Voiding only works while no payment has been collected. If a payment is already recorded against the invoice, PoolHelm blocks the void and tells you so. Refund the payment first, then come back.

Refund a payment

Refunds happen in your Stripe dashboard, because it’s your Stripe account holding the money. Every paid invoice carries a View in Stripe link straight to that payment. Refund it in full or in part. The funds come out of your Stripe balance.

The refund then shows up in PoolHelm. You’ll see it on the invoice — “Refunded $150.00 on Aug 8” — and it comes out of your revenue figures rather than sitting there inflating them. You record nothing by hand.

A full refund reverses a referral credit. If that payment was the one that unlocked a credit, refunding it in full reverses the credit. A partial refund doesn’t trigger it.

See also: “When a customer disputes a charge.”