{"id":30733,"date":"2026-08-20T12:43:52","date_gmt":"2026-08-20T10:43:52","guid":{"rendered":"https:\/\/www.accountable.eu\/help-center\/cancellation-invoices-what-they-are-when-to-use-them-and-how-to-issue-one\/"},"modified":"2026-08-24T17:27:20","modified_gmt":"2026-08-24T15:27:20","slug":"cancellation-invoices-what-they-are-when-to-use-them-and-how-to-issue-one","status":"publish","type":"help_center","link":"https:\/\/www.accountable.eu\/en-be\/help-center\/cancellation-invoices-what-they-are-when-to-use-them-and-how-to-issue-one\/","title":{"rendered":"Cancellation Invoices: What they are, when to use them, and how to issue one"},"content":{"rendered":"<p class=\"no-margin font-inter\"><b>It may happen that you need to cancel a sales invoice, and\/or refund part of your income to a client. This can be easily done by issuing a Cancellation Invoice. In this article, we explain how this works and what to do in the app.<\/b><\/p>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_79358ab050\"><b>What is a Cancellation Invoice?<\/b><\/h1>\n<p class=\"no-margin font-inter\">A <b>Cancellation Invoice<\/b> is an official financial document sent to a customer to formally nullify a previously issued invoice.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">It can either:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Reverse the full amount<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Offset part of it in case of a partial refund<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">By issuing a cancellation invoice, the original invoice becomes <b>invalid in your accounting system<\/b>, preventing duplication, errors, or incorrect tax reporting.<\/p>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_930d158f9a\">When do you need to issue a Cancellation Invoice?<\/h1>\n<p class=\"no-margin font-inter\">You need a cancellation invoice in situations such as:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Full cancellation of a sale<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Customer cancels the order before or after payment.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Partial refunds<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Customer returns part of an order or you reduce the agreed fee.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Errors on the original invoice<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Wrong amount, incorrect currency, VAT\/tax number missing, or other incorrect details.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Price changes<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Over- or understatements.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Goods or service issues<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Items damaged in transit, rejected service, or overpayment.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Tax adjustments<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Wrong VAT rate or exemption applied.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_031f716ccd\"><b>Why do you need to issue a Cancellation Invoice?<\/b><\/h1>\n<p class=\"no-margin font-inter\">By issuing a cancellation invoice, the <b>original invoice is officially nullified<\/b> in your accounting system. This process ensures that the incorrect invoice is no longer valid, preventing any confusion or errors in your bookkeeping. Once the cancellation is sent out, you have to create and send a <b>new, corrected invoice<\/b>.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">Properly handling cancellation invoices is essential for maintaining <b>transparent and accurate financial records<\/b>. It also helps avoid situations where amounts are mistakenly recorded twice, which can lead to discrepancies in your tax reporting or accounting.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">Example: If your client return goods back to you against which the invoice and payment is already issued, rather than deleting the invoice and paying back off the record, an official Cancellation Invoice is issued against the initial invoice to offset the impact of the amount as well as the VAT.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">In practical terms, a Cancellation Invoice adds a negative income into your accounting, and will reduce your income.<\/p>\n<p class=\"no-margin font-inter\">Your accounting will look like so:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Original invoice = +100\u20ac<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Cancellation Invoice for partial refund = -50\u20ac<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Total income = +50\u20ac<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_8817e0c43a\"><b>What should be included?<\/b><\/h1>\n<p class=\"no-margin font-inter\">There are several important elements that a cancellation invoice must contain to be legally and professionally valid:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The <b>term &#8220;Cancellation Invoice&#8221;<\/b> should be clearly stated on the document.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A <b>negative amount<\/b> can be included to offset the original invoice, although this is not strictly required as long as the document is clearly labeled as a cancellation.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The cancellation invoice must contain <b>all mandatory details identical to the original invoice<\/b>, including:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Name and address of the sender and recipient<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Tax number or VAT ID<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Invoice number<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Invoice date<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Description of goods or services provided<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Any applicable taxes<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Note:<\/b> A cancellation invoice is <b>not the same as a credit note<\/b>. These are different financial documents used in different contexts.<br \/>\u200b <\/p>\n<h1 class=\"font-degular\" id=\"h_8e078f5775\">Prepare and send the cancellation invoice <\/h1>\n<p class=\"no-margin font-inter\">Once your cancellation invoice is prepared, don\u2019t forget to <b>send it to your customer<\/b> to officially document the cancellation of the original invoice. After that, you can go ahead and create a <b>new, corrected invoice<\/b> with the updated and accurate details.<\/p>\n<p class=\"no-margin font-inter\">\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">From the revenue screen, simply click the &#8220;+&#8221; button &gt; Create Cancellation invoice<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Add the details (client, service\/product you want to cancel)<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Add a note which original invoice you want to cancel or choose an invoice number that refers to the original one<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Finalize the document and send it to your client<\/p>\n<\/li>\n<\/ul>\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1667991193\/231530fd8b14065f96e42868465f\/ScreenRecording2025-08-13at10_20_44-ezgif_com-video-to-gif-converter.gif?expires=1787637600&amp;signature=1aed752f06fe462f283781c34a988130af96d5bf52657b450ed6436129370bdf&amp;req=dSYhEcB3nIBWWvMW3nq%2BgRYZLDkpB2GAh2nTsdoIGqUkXyuhgUm4dZP0j%2FA0%0AxbZjFk%2BpQ2XnVOSKHROofc6fAUA%3D%0A\" width=\"800\" height=\"398\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">\u26a0\ufe0f Very important: Once you sent the cancellation invoice to your client, make sure to mark it as paid (it need&#8217;s to be the same status as the original invoice, to be considered for your bookkeeping). So your original invoice and your cancelled invoice should be marked as paid or either both as not paid.<\/p>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_ab36801c83\">Write a new invoice (if needed)<\/h1>\n<p class=\"no-margin font-inter\">Depending on your situation you might stop at this point. This is the case if you only had to cancel a part of your original invoice. But in case some information was missing like your tax number, you need to issue a new invoice with all the correct data.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">With regards to the new invoice, make sure that you include all the necessary information.<\/p>\n<p class=\"no-margin font-inter\">\n<h2 class=\"font-degular\" id=\"h_26b7d3c998\">What should be included on an invoice?<\/h2>\n<p class=\"no-margin font-inter\">There are strict rules set out by the German government on what a legally valid invoice has to look like. You can of course choose which font to use and include your logo, but the content of the invoice should contain at least the following information:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Your full name <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Your (professional) address<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The full name and address of the invoice recipient<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Your tax number or, if applicable, your VAT number<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The date your invoice was created<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A consecutive invoice number<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The quantity and a description of the goods delivered or the nature and scope of a service provided<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The price for the listed services<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The date of delivery or performance of the service <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The applied VAT rate for the services rendered<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">You may also be required to provide any of the following optional additional information:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Details of any discounts<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">References to a tax exemption e.g. \u00a719 Kleinunternehmer or \u00a74 exemption<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">\u26a0\ufe0f Very important: Please make sure to date back all the dates (same as the original invoice).<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">If you have further questions about cancellation invoices or issuing new invoices, please contact us via <a href=\"mailto:taxcoach@accountable.eu\" target=\"_blank\" class=\"intercom-content-link font-inter\">taxcoach@accountable.eu<\/a> &#8211; we are here to help! \ud83d\ude42<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">\ud83c\udfa5 Would you rather watch it live than read about it? In our Accountable Live webinar, we\u2019ll guide you step by step through the web version \u2013 from your first entry right through to your tax return. <a href=\"https:\/\/app.livestorm.co\/accountable\/accountable-live-step-by-step-app-walkthrough?s=d7189983-64c5-417a-8adb-c86b987944ae&amp;utm_source=push_in_helpcenterarticle\" target=\"_blank\" class=\"intercom-content-link font-inter\">Register here<\/a>!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to refund a client or cancel an invoice with a Cancellation Invoice (Storno Rechnung) &#8211; step by step explained<\/p>\n","protected":false},"featured_media":0,"template":"","help_label":[448,481],"class_list":["post-30733","help_center","type-help_center","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Cancellation Invoices: What they are, when to use them, and how to issue one - Accountable<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.accountable.eu\/en-be\/help-center\/cancellation-invoices-what-they-are-when-to-use-them-and-how-to-issue-one\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Cancellation Invoices: What they are, when to use them, and how to issue one - 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