Delete a payment before it's been reconciled; void it after
The method depends on whether your bank has already seen the payment. If the payment hasn't cleared your bank account yet and you haven't reconciled it in QuickBooks, you can delete it outright—the transaction disappears from your records entirely. If the payment has already been reconciled or has cleared the bank, you should void it instead, which keeps a record of the original transaction and the cancellation for audit purposes.
QuickBooks tracks which payments have been marked as reconciled. A reconciled payment is one you've matched to your actual bank statement. Once that link exists, deleting the payment creates a mismatch between your QuickBooks balance and your bank balance, which causes problems when you reconcile again next month. Voiding leaves both records intact but marks the payment as cancelled.
Key Takeaways
- Delete a payment only if it hasn't been reconciled and hasn't cleared your bank yet; deletion removes the transaction completely.
- Void a payment if it has been reconciled or if your bank has already processed it; voiding keeps a record for audit trails.
- To delete, open the payment, click the trash icon, and confirm; to void, open the payment and select "Void" from the menu.
- After voiding a payment, the original amount remains in your account balance until you issue a replacement payment or receive a refund.
- If you've already reconciled the voided payment to your bank statement, you'll need to undo that reconciliation first.
How to delete a payment in QuickBooks Online
Open the payment you want to remove. In QuickBooks Online, go to + New (or the home screen), find the payment in your recent transactions, or search for it by date or payee name. Click on the payment to open its details.
Once the payment is open, look for the trash or delete icon—usually in the top right corner of the payment form. Click it. QuickBooks will ask you to confirm the deletion. Click Delete again. The payment is now removed from your records.
This method works only if the payment hasn't been reconciled. If you try to delete a reconciled payment, QuickBooks will either prevent the deletion or warn you that it will break your reconciliation. If you see that warning, cancel and void the payment instead.
How to void a payment in QuickBooks Online
Open the payment you want to void using the same method: + New, recent transactions, or search. Click on the payment to open it.
At the top of the payment form, click the More button (three dots) or look for a dropdown menu. Select Void from the options. QuickBooks will change the payment status to "Voided" and zero out the amount, but the transaction record remains in your account history.
When you void a payment, the money stays in your account as if the payment never went out. If you need to send that money to the payee, you'll have to create a new payment. The voided payment shows up in your reports and reconciliation history, which is why it's the safer choice for payments that have already cleared the bank or been reconciled.
How to delete a payment in QuickBooks Desktop
In QuickBooks Desktop, open the payment by going to Banking menu, then Write Checks or Pay Bills (depending on the payment type). Find the payment by date or payee and click to open it.
Once the payment is open, go to Edit menu at the top and select Delete Check (or Delete Bill Payment). QuickBooks will ask for confirmation. Click OK. The payment is deleted from your records.
As with Online, deletion only works if the payment hasn't been reconciled. If it has, you'll need to undo the reconciliation first before you can delete, or choose to void instead.
How to void a payment in QuickBooks Desktop
Open the payment the same way: Banking menu, then Write Checks or Pay Bills. Find and click the payment to open it.
Go to Edit menu and select Void Check (or Void Bill Payment). QuickBooks marks the payment as voided. The transaction stays in your records with a zero amount, and the status shows as "Voided."
What happens to your account balance when you delete or void
Deleting a payment removes it entirely, so your account balance goes back up by the payment amount as if the transaction never happened. This is correct only if the payment never actually left your bank account.
Voiding a payment zeros out the amount in QuickBooks but doesn't automatically return the money to your account. If the payment has already cleared your bank, the money is already gone from your bank account—voiding just marks it as cancelled in your records. Your QuickBooks balance and your bank balance will match once you reconcile, because the voided payment shows as zero on both sides.
If you void a payment that hasn't cleared the bank yet, the money will return to your account when the bank processes the cancellation, which usually takes three to five business days. During that time, your QuickBooks balance (showing the voided payment as zero) and your bank balance (still showing the payment as pending) will be out of sync until the bank catches up.
Undoing a reconciliation so you can delete or void
If a payment is reconciled and you need to delete it, you must undo the reconciliation first. In QuickBooks Online, go to Accounting, then Reconcile. Find the reconciliation that includes the payment, click on it, and select Undo. This breaks the link between the payment and your bank statement.
In QuickBooks Desktop, go to Banking, then Reconcile. Find the account and the reconciliation date, and click Undo Last Reconciliation. Once the reconciliation is undone, you can delete or void the payment.
After you undo a reconciliation, you'll need to reconcile that account again to make sure everything matches your bank statement. This is why voiding is usually simpler than deleting—it avoids the need to undo reconciliation.
When to delete versus when to void
| Situation | Action | Why |
|---|---|---|
| Payment entered by mistake, not yet reconciled, bank hasn't processed it | Delete | Removes the error completely; no audit trail needed |
| Payment has cleared the bank or been reconciled | Void | Keeps a record for audits and tax purposes; prevents reconciliation problems |
| Payment was sent to the wrong payee | Void and create a new payment | Documents the correction; shows both the error and the fix |
| Duplicate payment sent by accident | Void | Marks it as cancelled; the payee may have already deposited it |
Frequently Asked Questions
Can I delete a payment after it's been reconciled?
Not directly. You must undo the reconciliation first, then delete the payment, then reconcile again. It's simpler to void the payment instead, which doesn't require undoing reconciliation. Voiding keeps the audit trail intact, which is especially important if your accountant or an auditor reviews your records.
What if I void a payment but the bank already cashed the check?
Voiding in QuickBooks only cancels the record in your software. If the bank has already processed the check, the money is gone from your account. You'll need to contact the payee to request a refund, or issue a stop payment order with your bank if the check hasn't cleared yet. Voiding just tells QuickBooks the payment is cancelled; it doesn't reverse the bank transaction.
Does voiding a payment affect my tax records?
Yes. Voided payments remain in your transaction history and reports, which is why they're important for tax purposes. If you need to explain a payment discrepancy to the IRS or an auditor, the voided payment shows what happened and when. Deleting a payment removes it entirely, which can create gaps in your records and raise questions during an audit.
Can I recover a deleted payment?
In QuickBooks Online, deleted transactions go to the trash and can be recovered for a limited time. Go to Settings, then Trash, find the payment, and click Restore. In QuickBooks Desktop, deleted transactions cannot be recovered once they're removed. If you need the payment back, you'll have to recreate it manually.
What if I void a payment but still need to send the money?
Create a new payment for the same amount and payee. The voided payment will show in your history as cancelled, and the new payment will show as the actual transaction sent. This creates a clear record of what happened—useful if the payee questions why they received two payment records or if you need to explain the correction later.