Writing off Invoices

Trevor Buckerfield
Trevor Buckerfield
  • Updated


An invoice is written off, or considered uncollectible, when payment will not be received from the account for any number of reasons (such as delinquency, unfortunate events on the account's side). Gaiia provides a mechanism to write off one or more invoices and appropriately track it within reporting.


Writing Off an Invoice

An invoice that is in an "Unpaid" or "Overdue" status can be written off within Gaiia. Invoices in a "Voided" or "Paid" status cannot be written off as they are no longer considered "Open" and an action has been taken to "Close" them.

One invoice can be written off at a time. To do so, follow these steps:

  1. Access the account with the invoice that needs to be written off.
  2. Click on the Billing tab and access the Invoices area.
  3. Find the invoice and click on the ellipsis menu.

    Option to write off the invoice

  4. Select the Write off option from the menu.
  5. A modal will appear explaining the action that will occur.

    Modal that appears before proceeding with the write off

  6. Select the Confirm button to proceed.


Write Off Actions

Once you select Confirm from the modal, the following actions will occur:

  1. The invoice status will change to "Uncollectible".
  2. A "write off" discount is created for the value of the invoice.
  3. The discount is applied to the invoice to close it off and provide tracking of the "write off" value.

    Example of an invoice that has been written off


Tracking Written Off Invoices in Reporting

The process Gaiia has implemented is specifically designed for tracking within reporting and accounting reconciliation.

Two reports will provide the necessary details for tracking:

  • Discounts applied
  • Invoiced revenue


Discounts Applied

This report provides details of how much was written off. Key points to note:

  1. Use the discountReason column to identify the write offs. They will always have a value of "WRITEOFF".
  2. The totalAmount column provides the overall value of each invoice that was written off (including taxes).
    1. If needed, use the beforeTaxAmount or taxAmount columns to separate tax from the value.
  3. The createdAt column provides the date/time the write off occurred.
  4. The invoiceId links to the Invoiced revenue report to understand the items being written off.
  5. The columns at the end of the report provide key account details.
    Screenshot of Discounts Applied report


Invoice Revenue

This report provides details of each item on the invoice and their values. It's crucial to cross-reference this with the Discounts applied report for proper reconciliation and understanding of the write off.

Use the invoiceId from the Discounts applied report to identify the items on the written off invoice.

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