The states an invoice can be in
Draft. Exists, not sent, nobody owes anything yet.
Open. Sent. The member owes it.
Overdue. Open and past its due date. Sembr moves it here on its own, on the calendar, without you doing anything.
Grace. Past overdue, still recoverable, on the terms your organization set.
Paid. Settled, by card or by something you recorded by hand.
Written off. You have decided it will not be collected. It stops counting against the member.
Void. Cancelled as though it should not have existed.
Refunded. Was paid, money went back.
An invoice can only move between these in ways that make sense. A void invoice is final. A paid one can be refunded but cannot go back to open. You cannot talk an invoice into a state its history does not support, which is what keeps a year's reporting defensible.
Sending one
Open it and send. The member gets it by email with a link to pay, and the link works without a password.
When money arrives some other way
Cheque, e-transfer, cash at the meeting. Open the invoice, record a manual payment. The invoice settles and the member's renewal advances exactly as it would have on a card. The record shows a person recorded it, and which person.
Voiding versus writing off
They look similar and mean opposite things.
Void says this invoice should not have existed. A mistake, a duplicate, someone who was never going to be billed.
Write off says this invoice was real and we are not going to collect it. The debt was genuine; you are forgiving it.
Both stop the member being chased and both reinstate a member who had lapsed over it. Use the one that is true, because a year later your accounts will be read by someone who was not there.
What is on an invoice
Line items, each with its own type: dues, an event, a fee, a sponsorship, a donation, or a discount. Tax is worked out per line against the types your organization has said are taxable, so a lunch and a membership can be treated differently on the same document.
The document also keeps a snapshot of who it was billed to and who issued it, as they were on the day. If a member changes their address next year, the invoice you sent this year still says what it said. See tax and document numbers.
Deleting one
You cannot. Void it.
An invoice is a financial document that somebody may already have in their inbox and their bookkeeping. Making it vanish would make your own records untrue.