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Thanks for the thoughtful responses and feedback. I wanted to clarify why the idea of “unvoiding” an invoice or reusing its number isn’t as simple as it might seem.

When an invoice is voided in Xero, it’s not just updated—it’s marked as a final, irreversible action to protect the integrity of your financial records. Reversing that action would mean undoing everything that happened as a result: tax calculations, inventory updates, payment records, and even external system notifications. That’s a complex process, and it’s not just about changing a status—it’s about safely rewinding multiple layers of accounting logic.

Also, Xero may not store a full version history of the invoice before it was voided, which means it can’t easily restore it to its exact previous state. Without that history, “unvoiding” could lead to errors or inconsistencies.

Paul Canavese - For integrations (like with BigCommerce), relying on invoice numbers as the main identifier can cause issues. Ideally, integrations should use a unique internal ID that never changes, even if the invoice is voided or edited. This avoids conflicts and keeps systems in sync.

Yes, this post was AI-generated—but that’s actually a strength. AI can look at all the use cases in this thread, remove emotional bias, and offer a clear, logical view of the problem. It helps us see the bigger picture and understand the deeper technical and compliance challenges involved.

A possible middle ground could be allowing invoice cloning or offering a short time window to undo a void, with proper audit logging. But broad reuse of invoice numbers would likely introduce more problems than it solves.

I have attached a little more detail for those interested in the tech.

The comments from Geoff and Paul certainly resonate with me. The reason for having the ability to "un-void" or re-instate a voided invoice is simply to allow for error. Whether this be human error or system error it is important for us that an invoice that has been issued to a customer and is then voided by accident can be re-instated. It does not make sense that any acton cannot be undone when an error is made.

Similarly, if an invoice is created in error, the ability to void it and then re-use the invoice number is important when using sequential invoice numbers across different systems.

Hi Campbell,

While your AI-generated post arguing against this feature request has some valid points, it does not address what many of the comments are calling for. Once an invoice has been voided, it can't be un-voided or changed, and it blocks re-use of the number. This is very inflexible and does not allow for user error.

This can cause issues, for example, if invoice numbers need to match an external system like an online store. If something goes wrong and an invoice is even briefly entered with a wrong number, then it can't be fixed to match reality. My system imports orders from a BigCommerce web store and uses the Xero API to automatically create an invoice with a matching number. But if something goes wrong and the invoice needs to be reimported or another invoice was even briefly entered with a conflicting number by mistake, there's no way to recover.

Perhaps the best solution would be to default Xero to the current functionality, but allow users the option to enable unvoiding invoices and/or reusing invoice numbers.

Whilst I agree with comments, I have voided an invoice by mistake and would like the option to unvoid, when it is done in error

Hi everyone,

“In accounting, integrity is preserved by building upon history, not rewriting it!”

The fact that some jurisdictions demand sequential invoice numbers, however, does not imply that your invoice numbers must necessarily be consecutive and without gaps in numbering – solely the uniqueness is required. As long as you can provide an explanation for non-consecutive numbers (like a specifically configured counter or just a cancelled invoice), breaks in sequence are acceptable.

Here's a comprehensive summary of accounting and auditing principles regarding reusing voided invoice numbers, and whether the requests in the Xero thread reflect sound accounting practice or a misunderstanding of professional standards.

✅ What Accounting and Auditing Standards Say
1. Invoice Numbering Must Be Unique and Traceable
• Invoice numbers are unique identifiers used to track financial transactions, maintain audit trails, and ensure compliance [1].
• Once an invoice is finalized, its number should be unalterable to preserve the integrity of financial records[2].
2. Sequential Numbering Is Common but Not Always Mandatory
• Many jurisdictions recommend or require sequential numbering for clarity and auditability [1].
• However, gaps in numbering (e.g., due to voided invoices) are acceptable if properly documented. For example, in Germany, gaps are allowed as long as they are explainable [2].
3. Voiding vs. Deleting
• Voiding an invoice retains its number and audit trail but nullifies its financial impact [3].
• Deleting an invoice removes it entirely, which is discouraged as it breaks the audit trail [4].
4. Reusing Voided Invoice Numbers Is Generally Discouraged
• Most accounting systems (including Xero) do not allow reuse of voided invoice numbers to maintain audit integrity [5].
• Reusing numbers can lead to confusion, data integrity issues, and audit complications, especially if the original invoice was partially processed or referenced elsewhere.

⚠️ Why Business Users Might Request Reuse
1. Desire for Clean Number Sequences
• Users often want to avoid gaps in invoice numbers for aesthetic or perceived compliance reasons.
• In some countries, like Spain or Romania, non-consecutive numbering may raise flags, even if technically allowed[2].
2. Misunderstanding of Audit Requirements
• Some users may not fully understand that audit trails are more important than perfect sequences.
• The request to reuse numbers often stems from a desire for simplicity, not from a deep understanding of accounting principles.
3. Software Limitations and Workflow Frustrations
• Users working with bulk uploads or frequent corrections find it inconvenient that voided numbers are permanently lost [5].
• This leads to requests for features that contradict best practices in financial recordkeeping.

🧾 Best Practices for Handling Voided Invoices
1. Void Instead of Delete: Always void to preserve the audit trail.
2. Use Credit/Debit Notes: For corrections, issue credit or debit notes rather than altering original invoices [3].
3. Document Gaps: If a number is skipped due to voiding, document the reason clearly.
4. Avoid Reuse: Do not reuse invoice numbers—even if voided—to maintain integrity and avoid audit issues.

🧠 Conclusion
The requests in the Xero thread to reuse voided invoice numbers do not align with standard accounting and auditing principles. While the desire for consecutive numbering is understandable, reusing invoice numbers compromises audit trails and data integrity. These requests likely stem from workflow frustrations or misunderstandings, rather than sound accounting logic.

References
[1] Accurate Invoice Numbering: Strategies and Best Practices
[2] What are the legal requirements for invoice numbers? - JustOn
[3] Can You Change an Invoice Once It Has Been Issued?
[4] Void Invoice: Meaning, Example
[5] How can i reload invoices that I have voided with the same ... - Xero

Really need this feature be added. Either by enabling you to reuse the same invoice number from a voided invoice or to at least go in an edit the invoice number of the voided invoice to make it unique. This seems like something that could be a really easy fix.

Support !!! Thisis a MUST needed featues in a mature system.
A proper clean and sweep off the deleted invoice number is the flexibility for remedies function for users if we are accidentially deleted that particular invoice number and MUST require to clean it off without residue likea ghost inside the Xero system. In some situations, it helps to co-operate and recconnect the external application linking.

In my case, it helps to prove the fact rather than forced someone to head-down and consent this is our fault than a system bugs on that software.

100% this feature is needed - either give us the ability to fully delete invoices so we can re-create new ones with the same number or let us un-void an invoice so that we can use the invoice number we have locked up!

Please add function to reinstate a voided invoice. We had one deleted in error and paid for by the client, but now can only match their payment against a new invoice for as a payment without invoice.

Please allow me to use void invoice number. Mistake happens sometime and we need to fix it

Essential feature

This effects my sequential numbering & is really frustrating.

Can we not simply have an 'unapproved' feature instead of being forced to void, in case of errors or change of circumstance to a job?

It seems almost impossible to retrieve a void invoice while in accounting you should always have connecting invoice number. So once removed is not changeable seems to me for fraud tax. please change this in your system so that we as a company do not commit “fraud”.

This is causing me angst. I need that invoice number, and I can't use it. A completely stupid system that I won't be using for much longer. At least financial year is ending soon and I can get rid of this ****

One more area where the Xero system is unbelievably stupid.

I can delete an invoice. I can void an invoice. But I can't delete a voided invoice. Makes no sense.

I can change an invoice number before voiding, then void. Why can't I change it once its voided if I forgot to do it?

This causes serious issues when attempting to integrate Xero with anything else.

So frustrating.

Why isn't this a feature?

We all make mistakes and need to be able to fix them

We need this feature now

Need this feature!

Yes please. Doesn't allow any room for error.

Why isn't this feature already created?