How to Write Off An Invoice in QuickBooks?

When customers do not settle their accounts, businesses are left with no choice but to consider those invoices or debts as unrecoverable. Once all efforts to retrieve the payment have been exhausted, the remaining step is to categorize the invoice as a bad debt. With Accountant Tools, users can seamlessly handle these write-offs. Here’s how you can write off an invoice in QuickBooks.

Unpaid invoices can be a frustrating challenge for many businesses. Most customers initially intend to pay their invoices promptly and in full, but occasionally, circumstances prevent them from doing so. In some cases, customers may be entirely unable to make any payment. When faced with such situations, it becomes crucial to write off these uncollectible invoices. There are several methods available to remove the outstanding invoice amounts from your accounting records.

In this piece, we introduce Accountant Tools – essentially a suite of unique features. These tools offer functionalities that streamline the process of analyzing and managing your clients’ financial data, as well as providing quick access to handy sections within QuickBooks Online. The way you utilize the Accountant Toolbox in your company’s QuickBooks Online Accountant profile is identical to how it’s used in your client’s QuickBooks Online Accountant profile.

What are the Reasons to Write off an Invoice?

Here are some reasons why you might consider writing off an invoice in QuickBooks:

  • Bad Debt: Customers may sometimes find themselves unable to pay an invoice due to circumstances beyond their control. Less commonly, customers may choose not to pay for various reasons. In both scenarios, it is crucial to accurately document a customer’s failure to make payment in your financial records by formally writing off the invoice.
  • Underpayment: It’s possible that your customer has paid a portion of your invoice, leaving a remaining balance. Often, this is due to a clerical oversight on the customer’s part. In cases of underpayment, the outstanding amount is often so minimal—sometimes just a matter of cents—that it doesn’t warrant requesting the customer to settle the difference.

What are the Mistakes to Avoid?

You might think that simply deleting an invoice is the easiest method to handle it in QuickBooks. However, it’s advisable not to take this route. Choosing to delete instead of properly writing off an invoice can have the following implications for your business’s accounting:

  • You Lose Valuable Information: It’s essential to maintain records of any invoices you write off due to a customer’s bad debt, ensuring you don’t extend credit to that customer in the future. Deleting the invoice erases this crucial information. Additionally, it’s beneficial to be aware of the proportion of invoices you’ve had to write off. By tracking this valuable business metric, you can manage your business more efficiently and profitably.
  • The Deleted Invoice’s Items will be Listed as Unbilled: When an invoice is deleted in QuickBooks, all its associated items will show up as unbilled. If you continue to do business with the customer whose invoice you’ve written off, these items will pop up each time you attempt to invoice them, leading to confusion and a messy ledger.
  • You Lose Valuable Information: To prevent extending credit to the same customer in the future, it’s vital to monitor invoices you’ve written off due to bad debt. If you choose to delete the invoice, this critical information will be lost. Moreover, it’s essential to understand the proportion of bills you’ve written off. Leveraging this key business metric can help you run your business more efficiently and profitably.

Process of Write Off an Invoice in Quickbooks

Follow the steps given below to write off the invoices:

  • If you haven’t yet opened the Client Data Review then go to the menu bar and choose Accountant and then Accountant Centre
  • Then from the task group of Accounts Receivable choose the Write Off Invoices task
  • If a warning pop-up saying that one or more than one customer present in the list is having available credits then tap on OK in order to close the pop-up of the message. Make sure that you carefully go through the Open Invoices reports of your clients as recommended previously
  • Then go to the drop-down list of Age and choose between the receivable that is shown aged for over 180 days, aged for over 120 days, custom date, or a review period
  • This step is optional. In order to limit the displayed transactions that are useful particularly at the time of writing off the balances that are small, make sure that the amount is entered by you in the box of Balances Due Less Than
  • Choose the To Date
  • Then go to the drop-down list of Transaction Type and from there select Invoices, All Charges, Statement Charges, or Finance Charges
  • Tap on Refresh if the filters are changed
  • Then make sure that a checkmark is put in front of every transaction that you are willing to write off the open balance for. (Optional) tap on the Deselect All button or Select All button which is present at the screen’s bottom in order to make the process simple
  • Go to the drop-down list and choose Write-Off Date and Write-Off Item. (Optional) you can also choose a Class
  • Click on the button Preview & Write-Off. Confirm Write-Off dialog box will be displayed by CDR
  • After reviewing all the invoices carefully click on Write Off or you can also click on Cancel
  • You will be returned to the dialog box of Write Off Invoices by CDR. Press the Esc key in order to have a look at the completed details of Write-Off
  • Tap on Save as PDF in order to get the print of your records

Credit Memo transaction is created by QuickBooks by using the date and item that was selected by you when the write-off was created and then this credit is applied to the original invoice.

How to write off the unpaid invoice?

When the report is run by you or you try to open any unpaid invoice, the only option you see is the received payment and enter the monetary amount in the block of the amount paid, before you even get the choice to write off the unpaid balance.

As you believe that you won’t be able to receive the unpaid balance, the only option left with you is to show at least payment of 1 cent, and going further the remaining you can write off.

Not just the issue is written above, you may face other issues as well while writing off the invoices in QuickBooks. Answers to all your queries and concerns lie with the SMB QuickBooks tech support team. Our experienced staff at SMB QuickBooks tech support helpdesk can be reached on


  1. Do I have to record it manually in my QuickBooks account?

    No, you don’t have to record the writing off invoices manually as QuickBooks automatically update your account.

  2. Why write off invoices or in which situation it should be considered?

    The write-off invoices are basically done for matching the results of the financial report of your account. There are many more reasons like overdue and too late to pay, discounts given, bad debts, and more.

  3. What are the steps to write off an invoice in QuickBooks?

    For write-off invoices, you have to follow the steps below-

    💠 Firstly, check the account receivable 
    💠 Then you have to create the account for Bad debt
    💠 Now do create the item for the bad debt account
    💠 Issue the credit note for the bad debt you have
    💠 The credit note that you created above, apply it to the invoice
    💠 In the end, run the Bad Debt report.

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