A void cancels a transaction before it has settled at the processor — the authorization is dropped, no money moves, and no merchant fees apply. This article shows how to void a payment, when voids are available, and what happens in your accounting software afterward.
When voids are available
- Credit Card / Stored Card: until the daily batch closes at your processor (typically end-of-day).
- ACH: until the gateway has submitted the ACH file to the Federal Reserve for processing.
The Merchant Portal shows the Void button (in red) when voiding is available. If you don't see a Void option, the transaction has either settled (use Refund instead) or is in flight to settlement (wait until settlement completes, then Refund). See Voids vs Refunds: When to Use Each for the full timing breakdown.
Voiding a transaction
- In the Merchant Portal, open the transaction.
- Click the red Void button.
- Confirm. For bulk transactions, the bulk-void modal shows the underlying invoice list so you can review what's being voided.
The authorization is released immediately at the processor. The pending charge on the customer's statement will fall off — usually same-day, sometimes within 24 hours depending on their bank.
[SCREENSHOT: Transaction detail showing the red Void button]
What happens in your accounting software
- The corresponding sales receipt in your accounting software is voided (QuickBooks Online) or the payment record is deleted (QuickBooks Desktop via MagicCarpet, which does not support voiding payment records).
- Any invoices that were paid by the voided transaction reopen, restoring your customer's open AR balance.
- The Biller Genie transaction ID is written into the description of the voided record for audit traceability.
For QuickBooks Online customers, this happens within minutes. For QuickBooks Desktop on MagicCarpet (v4), it happens on the next sync cycle.
If you're on the QuickBooks Desktop v3 integration: bi-directional void and refund sync isn't available on v3. To get this functionality, you'll need to upgrade to MagicCarpet. Reach out to our Subscriber Success team at subscribersuccess@billergenie.com, or schedule a session at subscribersuccess.billergenie.com.
Bulk voids
If a customer's transaction covered multiple invoices in a single bulk payment, you can void the whole bulk payment in one action. The bulk-void modal shows the underlying invoice list so you can confirm before voiding. See Bulk Refunds and Bulk Voids.
FAQs
Cancel a transaction — what option do I use?
If the transaction is same-day for Credit Card, or hasn't yet been submitted to the Fed for ACH, use Void. Otherwise, use Refund. The Merchant Portal shows the correct option automatically.
Will the customer be charged any fee on a void?
No. Voids don't go through settlement, so processor fees don't apply on either side.
How fast does a void show up on the customer's card?
The authorization is released immediately at the processor. The customer's bank usually reflects this same-day; some banks take up to 24 hours.
Can I undo a void?
No — once a transaction is voided, it's cancelled. If the customer changes their mind and wants to pay, you'll need to run a new transaction.
Can I void just part of a bulk transaction?
No — bulk voids cancel the whole bulk payment, which reopens every invoice that was paid by it. If you only need to return part of the amount, use a refund instead.