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A credit or void reason is a short, reusable label your team chooses when they credit or void an invoice — or void a credit note. Setting up a clean list here means everyone reaches for the same wording, your records stay consistent, and you can filter and report on why money moved later.
Credit and void reasons live in Workspace Settings, which is for admins. Most people on your team won’t see this area — they’ll simply pick from the reasons you set up when they credit or void something.

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Where to find it

Credit and void reasons are set up per branch, alongside your other invoice settings.
1

Open Workspace Settings

Go to Settings from the main navigation.
2

Go to Invoices

Open the Invoices section. You’ll see a row of tabs across the top: Overview, Invoice Content, Credit & Void Reasons, and Payment Terms.
3

Open the Credit & Void Reasons tab

Click Credit & Void Reasons. This is the list you’ll manage.
4

Pick the branch

If your organization has more than one branch, use the branch selector in the top-right to choose which branch you’re editing. Each branch keeps its own list of reasons.
In a hurry? Use the search box in Settings and type credit, void, or reasons to jump straight to this page.

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The three kinds of reason

Every reason belongs to one of three categories, which decides where it shows up:
  • Invoice Credit Reason — offered when someone credits an invoice (for example, Goodwill Adjustment or Pricing Correction).
  • Invoice Void Reason — offered when someone voids an invoice (for example, Created in Error or Duplicate).
  • Credit Note Void Reason — offered when someone voids a credit note.
When your team credits or voids something, they only see the reasons that match what they’re doing — so a void reason never clutters the list during a credit, and vice versa.

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Add a reason

1

Click Create New

On the Credit & Void Reasons tab, click Create New to open the Create Credit or Void Reason form.
2

Choose the Reason Type

Pick the category from the Reason Type menu — Invoice Credit Reason, Invoice Void Reason, or Credit Note Void Reason. This controls where the reason appears, so choose the one that matches when your team should reach for it.
3

Give it a Name

Enter a clear, short Name — this is exactly what your team sees in the list when they credit or void. Aim for plain wording like Goodwill Adjustment or Created in Error.
4

Add a Description (optional)

Use the Description to explain when to use this reason. It’s a helpful nudge for your team — for example, “Use when we waive a charge as a courtesy.”
5

Set whether it's enabled

Leave Is Enabled checked so the reason is available right away. Uncheck it to keep the reason on file but hide it from the list your team picks from.
6

Set the Sort Order

Enter a Sort Order number to control where the reason sits in the list. Lower numbers come first, so the reasons you use most can sit at the top.
7

Save it

Click Create Reason. The new reason appears in the list right away.
The Reason Type is locked in when you create a reason — you can’t change it afterward. If you picked the wrong category, create a new reason under the right one and disable the old one.

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Edit a reason

Find the reason in the list and click the pencil icon (or, on a phone, the three-dots menu, then Edit). You can update the Name, Description, Is Enabled state, and Sort Order. The Reason Type is shown for reference but can’t be changed. Click Save Changes when you’re done.
Want to retire a reason without losing your history? Just uncheck Is Enabled and save. The reason disappears from the list your team picks from, but every past invoice or credit note that used it keeps its label intact.

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Find a reason in a long list

Use the search box at the top of the list to filter by name. You can also sort the table by clicking the Name or Sort Order column headers, and the list pages through when there are more reasons than fit on one screen.

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Delete a reason

Deleting is permanent — disabling is usually the safer choice. If you’re sure, click the trash icon next to the reason (or the three-dots menu, then Delete) and confirm in the Delete reason? dialog.
Before you delete, know what happens:
  • Any past invoices or credit notes that used this reason will lose their reason — it shows as blank.
  • You won’t be able to filter or report on this reason for those past records.
  • It no longer appears as an option when crediting or voiding.
If you only want it gone from new invoices, disable it instead of deleting.

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Tips for a tidy list

Keep names short and unmistakable. Created in Error and Duplicate tell the whole story at a glance — long sentences are harder to scan when someone’s mid-task.
  • Cover the cases your team actually runs into, but resist adding near-duplicates — too many similar reasons make the data noisier, not richer.
  • Put your most common reasons first with a low Sort Order so they’re a one-click choice.
  • Use the Description to settle “which one do I pick?” questions before they reach you.
  • Remember each branch has its own list — set up the reasons that match how each branch works.

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What’s next

Payment terms

Set the due-date terms your invoices use, branch by branch.

Invoice content & automations

Tailor what appears on your invoices and automate routine invoice steps.