Skip to main content

Cancelling or voiding bookings via booking invoices

Cancel or void bookings directly from a Booking Invoice to keep your inventory, reports, and records accurate. Whether you’re processing a Customer cancellation or removing a mistaken booking, these tools help you manage your booking lifecycle cleanly and consistently.

Learn how to cancel or void a booking by changing the status of the Booking Invoice.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Booking Status). 

  • You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.
     

What more do I need to use this feature?

Which Checkfront version supports this feature - classic items, classic products, or both?

  • This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products).  → Learn more about products

 

Understanding the difference

Back to top

 
Action Description When to Use
Cancel Frees up inventory but keeps the booking record for history, reports, and notes. When a paid or confirmed booking is no longer proceeding (e.g., Customer cancellation).
Void Deletes the booking record permanently (after the retention period) and frees up inventory. When the booking was created in error and has no financial transactions.

 

Updating the status of booking invoices

Back to top

Booking invoice screen showing cancelled and void status options with dropdown menu highlighted.

How do I cancel a booking from the booking invoice?

Back to top

To remove a booking from your calendar and make the designated inventory available again, you must update the booking status to Cancelled.

  1. Open the Booking Invoice.
  2. Choose the Cancelled status from the Status drop-down menu. A pop-up window reminds you to refund any payments through the Transactions tab and allows you to send an email notification.
  3. Click Update to confirm the change.

When cancelled, inventory associated with the booking is unassigned and no longer held for the booking, but the booking remains in your system for future reference.

 

How do I void a booking from the booking invoice?

Back to top

To remove bookings without live transactions applied, update the booking status to Void.

  1. Open the Booking Invoice.
  2. Click on the booking Status button to reveal a dropdown menu of statuses. 
  3. Choose the Void status.
  4. Click Update to confirm the change.

The booking is purged from the system within 30 days and is no longer searchable in the future.

 

Callout icon of a bell, indicating alert.

Important!

  • Please keep in mind that you cannot void a booking with any live transactions applied to it. The Void option is not listed in the status dropdown. In this case, you should choose the Cancelled status option instead.  
  • Bookings that include only test transactions made with our Test Payment Provider e-commerce integration can be voided.

 

Next Steps

In the following article in this series, we view transaction details.

 

< Refunding payments from booking invoices     |     Viewing transaction details from booking invoices >

 

 

Related to