Writing Off Uncollectible Invoices

Sometimes an invoice will never be collected: a family moves away, closes their account, or simply stops responding. Writing the invoice off records that loss honestly without deleting anything. The invoice and its full history are preserved, and the amount is tracked as bad debt in your financial summaries.

Writing Off an Invoice

1. 1Open the invoice from Billing > Invoices. Only managers and center admins can write off.
2. 2Click the Write off link in the invoice panel.
3. 3Enter a reason. This is required and is saved to the activity log.
4. 4Confirm. The invoice now shows a Written off badge.

What Happens After a Write-Off

• The outstanding balance drops to zero.
• The invoice leaves your accounts receivable aging, payment reminders, late fees, and autopay retries.
• The written-off amount appears in billing summaries as bad debt.
• The action is recorded in the activity log with who did it and why.

If a Payment Arrives Later

If the family pays after the write-off, the payment is recorded as bad-debt recovery. The invoice stays written off, and the recovered amount is tracked separately in your summaries. If you reverse the write-off afterwards, only the unrecovered remainder is restored as a balance due.

Reversing a Write-Off

1. 1Open the written-off invoice.
2. 2Click Reverse write-off (managers and center admins only).
3. 3The unrecovered balance is restored and the invoice returns to open or partial status, so normal collection can resume.