Canceling and Deleting Invoices
Keito keeps invoice changes strict once an invoice has left draft. This protects payment history, accounting sync records, and the billable time or expenses already linked to the invoice.
Close, Revert, or Delete
Use the action that matches what you need to do:
| Action | Use when | What happens |
|---|---|---|
| Close | The invoice should remain in records but no longer be tracked as receivable | The invoice moves to Closed and stays visible in history |
| Revert to draft | A sent invoice needs correction before payment or accounting sync | The invoice moves from Open back to Draft so it can be edited or deleted |
| Delete | A draft invoice was created by mistake | The invoice is removed and linked billable work is released back to uninvoiced work |
Draft Invoices
Draft invoices can be edited or deleted.
When a draft invoice is deleted:
- Time entries linked to the invoice are marked unbilled again.
- Expenses linked to the invoice are marked unbilled again.
- Approved time remains locked because approval still applies.
- Submitted or unsubmitted time returns to its previous billing workflow.
Sent or Open Invoices
Open invoices cannot be edited or deleted directly. If the invoice is still safe to change, use Revert to draft first.
An open invoice can be reverted to draft when:
- It has not been paid.
- It has no recorded payments.
- The full invoice amount is still outstanding.
- It has not been synced to Xero.
- It has not been synced to QuickBooks.
- It is not linked to a Stripe Invoice or Stripe PaymentIntent.
After the invoice is reverted to draft, you can edit it or delete it. Public payment actions are disabled until the invoice is sent again.
Stripe Checkout Sessions
Having Stripe enabled for your company does not prevent invoice deletion or reversion.
If an unpaid open Stripe Checkout Session exists for the invoice, Keito expires that Checkout Session before reverting or deleting the invoice. After expiration, the client cannot complete payment through that old Checkout link.
Keito does not cancel completed or paid Checkout Sessions. If payment has completed or is still processing, the invoice cannot be reverted or deleted.
Xero and QuickBooks
Invoices synced to Xero or QuickBooks cannot be reverted to draft or deleted in Keito.
Once an invoice exists in an accounting system, the accounting system becomes the source of record for cancellation, voiding, credit notes, and audit history. Make the accounting correction in Xero or QuickBooks, then keep Keito aligned through the supported sync or payment workflow.
Paid Invoices
Paid invoices cannot be edited, reverted to draft, or deleted.
If a paid invoice was created incorrectly, keep the invoice for audit history and correct it through the appropriate payment, refund, credit note, or accounting process.