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.
The Steps
Void an Electronic Payment
If the payment was sent via email, and you need to void it for any reason, here's how you would do that.
On the main menu, click Accounting and then click on Send Payments.
On the Send Payments screen, you should now see a list of recent recipients whom you've sent checks. Look for the recipient with the check that you need to void. If you are able to still void the check, you'll see a link to Void the check under the Actions column.
Click Void to void that check. A Void Confirmation will appear. Click Void again to confirm.
The Status of the payment will now show Voided.
If you want to keep a record that this check was voided and don't plan on resending the payment, you will need to record the fact that you voided the check and 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 trying to send the payment again, you can resend the voided check by clicking the Resend link. It will issue a new check to the Payee. In this instance, you do not need to issue a bank deposit. Just resend the check.
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 just in case and issue a stop payment for that check.
Void a Printed and Mailed Check
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 Checkbook.io's 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.