Overview
Checkbook.io is a convenient way to send payments to your vendors, owners, and tenants. Payments can be sent electronically or mailed as physical checks on your behalf. While most checks make it to their destination, there may be a situation where you'll need to void a check from Checkbook.io. There are two ways to void a check depending on the method the payment was sent, so pay close attention to the instructions below.
Note: These instructions for voiding a payment on Checkbook.io are only for those users who still see the outgoing payments settings under Settings > Outgoing Payments. If you do not see these settings, please do not use these instructions.
The Steps
Void an Electronic Check Payment Sent by Checkbook.io
If the payment was sent via email by Checkbook.io and you need to void it for any reason, here's how you would do that.
To void an electronic payment made by Checkbook.io, click Accounting > Outgoing Payments on the main menu.
On the Online Outgoing Payments page, you should see a list of recent recipients to whom you've sent electronic check payments. Look for the recipient with the payment that you need to void. If you are still able to void the electronic check payment, you'll see a link to Void the electronic check under the Actions column. Click Void to void that electronic check.
A Void Confirmation will appear. Click Void again to confirm.
The Status of the payment will now show Voided.
After the payment has been voided, you will need to do the following:
Add that money back into your DoorLoop account balance. You can do so by clicking the + Create New button at the top left-hand corner and clicking Bank Deposit under Other Transactions.
Under Deposit Account, select the original account that the money came out of. Then for the deposit information itself, enter the Property/Unit the funds are associated with, the category the original payment was associated with, and the amount going back into your account. You can also add a note in the description that this was for a voided check.
If you plan on resending the payment, you will need to recreate the expense of the bill and bill payment.
Note: A payment that has been sent can be VOIDED (or, cancelled) by the Sender ONLY while the payment is in the 'UNPAID' status.
If the payment is 'IN PROCESS,' please reach out to Checkbook.io support via the their chat feature as soon as possible. This is available when you log into your Checkbook.io account.
If the payment is 'PAID,' Checkbook support can VOID the check for reporting purposes only upon request.
You should contact your bank and issue a stop payment for that check.
Void a Printed and Mailed Check Sent by Checkbook.io
If the payment was sent as a physical check that was printed and mailed by Checkbook.io, it can no longer be voided. This also applies to checks that are printed by the recipient if they choose to print the check from their email.
A check with its status as 'PRINTED' exists outside of the Checkbook.io system. It acquires the status of a traditional Paper Check as soon as the print option is exercised. This means they lose track of that check from that point on.
Voiding a 'PRINTED' check requires that you go to Checkbook.io and is strictly ONLY for record-keeping purposes, and it has no real world implications. So, a 'PRINTED' check may even be cashed after its status has been set to 'VOID' on our system.
Within your Checkbook Account, click "Dashboard" on the top left-hand corner of the page.
Once in the 'Dashboard', select the exact Check(s) that need to be VOIDED. Be mindful of the "Status" column. The selected Check(s) must be in "UNPAID" or "IN PROCESS" status.
Once a selection has been made, click "VOID"
The final step to impact a 'PRINTED' check, is to use the STOP PAYMENT option your bank provides. Please contact your bank in this situation.