Mistakes are part of running a business. Maybe you entered the wrong amount, selected the wrong vendor, or printed a check that was never cashed. Whatever the reason, knowing how to void a check in QuickBooks is a critical bookkeeping skill that helps keep your financial records accurate without creating confusion or audit issues.
In this in-depth guide, we’ll cover everything you need to know about voiding checks in QuickBooks—when to void, when not to, how it affects reports, and detailed steps for QuickBooks Online, QuickBooks Desktop, and payroll checks. By the end, you’ll be able to void checks confidently and correctly.
What Does It Mean to Void a Check in QuickBooks?
When you void a check in QuickBooks, the transaction stays in your records, but the amount is changed to $0.00. The original details—check number, date, payee, and memo—remain visible.
This matters because accounting isn’t just about numbers; it’s about history. Voiding a check preserves that history while removing the financial impact.
Think of it like crossing out a check in a paper checkbook instead of tearing the page out. The record remains, but the money doesn’t move.
Why Voiding a Check Is Better Than Deleting It
Many users wonder why QuickBooks even offers a “void” option when they could just delete the transaction. The answer comes down to accuracy and accountability.
Benefits of Voiding a Check
- Maintains a clear audit trail
- Prevents gaps in check numbers
- Keeps historical reports accurate
- Avoids confusion during reconciliations
- Supports compliance and audits
Deleting a check removes all evidence it ever existed, which can cause problems if the check number appears on a bank statement or in an audit review.
When Should You Void a Check in QuickBooks?
You should void a check when:
- A check was written for the wrong amount
- The wrong vendor or payee was selected
- A duplicate check was entered
- A printed check was never mailed
- A check was lost or damaged
- A check needs to be canceled before being cashed
If the check exists in any form—printed, issued, or recorded—voiding is usually the safest option.
When You Should NOT Void a Check
Voiding isn’t always the right move.
Avoid voiding a check when:
- The check has already cleared the bank and represents a valid payment
- The transaction belongs to a closed accounting period without approval
- The error should be corrected using a journal entry
In these cases, consult an accountant before making changes.
Void vs Delete in QuickBooks: A Clear Comparison
Voiding a Check
- Amount becomes $0.00
- Transaction stays in records
- Ideal for issued or printed checks
Deleting a Check
- Transaction disappears completely
- Past reports may change
- Only suitable for unissued mistakes
Rule of thumb:
If the check number exists outside QuickBooks, always void.
Things to Check Before Voiding a Check
Before you click “Void,” take a moment to review:
- Reconciliation status: Has the check been reconciled?
- Reporting impact: Will this affect prior reports?
- Permissions: Do you have admin access?
- Payroll links: Is it tied to payroll or taxes?
This quick review can save hours of cleanup later.
How to Void a Check in QuickBooks Online (Detailed Steps)
QuickBooks Online makes voiding checks simple.
Step-by-Step Process
- Sign in to QuickBooks Online
- Click Expenses from the left navigation menu
- Select Checks
- Locate the check you want to void
- Click on the check to open it
- Select More at the bottom
- Click Void
- Confirm the action
What Happens After Voiding
- The amount changes to $0.00
- The check is marked as “Voided”
- Reports update automatically
How to Void a Check in QuickBooks Desktop
If you’re using QuickBooks Desktop (Pro, Premier, or Enterprise), follow these steps:
Step-by-Step Process
- Open QuickBooks Desktop
- Go to Banking > Use Register
- Choose the correct bank account
- Find the check in the register
- Right-click on the check
- Select Void Check
QuickBooks will immediately update the register and reports.
How to Void a Payroll Check in QuickBooks
Payroll checks require special handling because they affect wages and tax filings.
Steps to Void a Payroll Check
- Go to Employees or Payroll
- Open the Paycheck List
- Select the paycheck to void
- Click Void Paycheck
Important Payroll Considerations
- Gross pay and net pay are reversed
- Payroll taxes adjust automatically
- Tax forms may be updated
- Always recheck payroll summaries
Voiding payroll checks incorrectly can cause compliance issues, so review carefully.
Can You Void a Reconciled Check?
Yes, QuickBooks allows it—but with a warning.
Voiding a reconciled check may:
- Throw off your bank reconciliation
- Create differences in cleared balances
If the check cleared the bank, consider leaving it and making a correcting entry instead.
How Voided Checks Affect Financial Reports
Profit & Loss Statement
Voided checks do not affect totals because the amount is zero.
Balance Sheet
Balances remain accurate unless reconciliation is affected.
General Ledger
The check appears with a $0.00 amount and a voided status.
Audit Log
QuickBooks records who voided the check and when.
Best Practices for Voiding Checks in QuickBooks
- Void checks instead of deleting them
- Add notes explaining why the check was voided
- Avoid voiding reconciled checks when possible
- Review reports after making changes
- Keep supporting documentation
Clean books today mean fewer problems tomorrow.
Common Problems When Voiding Checks
Unable to Void a Check
- User permission limitations
- Closed accounting period restrictions
Bank Balance Is Off
- Usually caused by voiding a reconciled check
- Reconcile again to identify differences
Reissuing a Check After Voiding
If you need to reissue a check:
- Void the incorrect check
- Create a new check with correct details
- Print or send the new check
Never reuse the same check number.
Why Voiding Checks Matters for Audits and Compliance
Auditors look for consistency and transparency. Voiding checks:
- Preserves transaction history
- Shows responsible financial control
- Reduces red flags during reviews
It’s a small action with big compliance benefits.
Final Thoughts
Mastering how to void a check in QuickBooks is essential for accurate bookkeeping. Whether you’re using QuickBooks Online or Desktop, voiding allows you to correct mistakes without erasing financial history. When used correctly, it keeps your records clean, reliable, and audit-ready.