Receivables - Canceled tab
🟥 How to cancel invoices
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"Canceled" tab - professionally cancel invoices
The "Cancelled" tab in the Receivables area documents all invoices that have been subsequently cancelled - i.e. neutralized with an official credit note and removed from the payment process. Cancellation is a commercially and accounting-compliant correction measure if an invoice is incorrect or no longer valid after it has been sent.
Why are invoices canceled?
There are several reasons why an invoice has to be canceled:
- The customer has a complaint about the content or amount of the invoice.
- An incorrect hourly rate was used.
- A ticket was inadvertently billed twice or incorrectly.
- The customer cancels the project, but the invoice has already been created.
- Internal errors: e.g. incorrect contact person, incorrect time period, forgotten service.
Since an invoice that has already been sent contains an assigned invoice number, it must not simply be deleted or overwritten. An official correction invoice - a cancellation invoice - is required for accounting purposes.
How does a reversal work?
- Open the invoice (e.g. in the "New", "Overdue" or "Paid" tab)
- Click on "Cancel" at the top right
- Confirm the message dialog:
Are you sure you want to cancel this invoice? This action cannot be undone. All items are returned to the invoice area.
- Leadtime creates a credit note for the full invoice amount
- The original invoice is stored in the "Canceled" tab
- At the same time, all contained items are moved back to invoice verification
What happens to the credit note?
The reversal invoice is a PDF document with a clear note that the original claim has been canceled. This can be
- sent by e-mail
- Downloaded and sent manually
- be marked internally as sent
This allows the customer to post both documents - original invoice + credit note - together. The result: The payment amount is €0, the receivable is neutralized.
What happens to the service items?
All entries that were included in the original invoice (e.g. billed hours, products, express quotes) are automatically returned to invoice verification. There they can be
- adjusted
- corrected
- be billed again
This ensures that the billing process remains fully traceable and correct.
Overview in the "Canceled" tab
You will find the " Canceled" tab:
Column | Content |
Project | Associated project |
ID | Invoice number of the canceled invoice |
Type | Billing type (e.g. working time, mixed) |
Created | Original invoice date |
Canceled | Date of cancellation |
Net amount | Amount of the canceled invoice |
In the detailed view you can also see
- Customer data
- Original period
- Shipping status of the canceled invoice
Conclusion
The cancellation function in Leadtime offers you a legally compliant, traceable and fully automated way of correcting incorrect invoices:
✅ Cancellation invoices cancel payment obligations
✅ Services can be re-evaluated and invoiced correctly
✅ The customer receives a clean document for their bookkeeping
✅ The original invoice remains documented - but marked as canceled
This keeps your receivables management professional, clean and 100% audit-proof