How Do I Unpost a Vendor Invoice that was Posted to QuickBooks?

Once a vendor invoice is approved, it can be posted to your external accounting system (e.g., QuickBooks). Posting creates a bill in your accounting system and records the posting date on the invoice. An invoice may also reach Paid status once payment has been recorded in QuickBooks.

There are times where you may wish to unpost a vendor invoice in order to make edits.  Follow the steps below!

Unposting a Vendor Invoice

If a vendor invoice has a status of Posted or Paid, you can roll it back to Approved status using the Unpost button.

Before the Unpost button will appear, an administrator must enable the Allow Vendor Invoice Unposting setting under Settings > Accounting Integrations.

When Can You Unpost?

Rolling back is only available when both of the following are true:

  1. The invoice status is Posted or Paid.
  2. None of the billable expenses from this invoice have been sent to a client — meaning any related client invoices must be in Not Approved or On Hold status, and any related credit memos must be in Not Sent status.

If billable expenses have already been sent to a client, the roll back will not be available for this invoice.

How to Unpost an Invoice

When viewing a posted or paid vendor invoice, an Unpost button will appear in the top right corner.  

  1. Click that button.

  1. Click OK on the unpost dialog.

What Happens When You Unpost

After confirming the roll back dialog:

  • The invoice status reverts to Approved.
  • The associated bill is deleted from QuickBooks.
  • The invoice balance resets to the adjusted total current charges.
  • Billable expenses are not rolled back — they remain attached to the invoice and are unaffected.

From Approved status, the invoice can be reviewed, adjusted, and re-posted when ready.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.

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