➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, under Billing > Invoices
➤ Availability: All Flex plans
You void an invoice because the price, the dates, or the member on it was wrong. That cancels what the member owes you, but every line item on the invoice stays attached to it. Each one still counts as invoiced, so no bill run will include it, and the member never gets billed for them. Detaching the line items breaks their link to the voided invoice and returns each one to an uninvoiced state, ready for a bill run or a manual invoice to bill it again.
This article will help you detach line items from a voided invoice and get them onto a new invoice.
In this article:
Void the invoice before you detach anything.
Check what detaching changes on a document and what it leaves alone.
Detach line items from the voided invoice.
Re-invoice the detached line items on a new invoice.
Before you start
Detaching a line item is never the first thing you do. It's the middle step of a three-part correction: first, you void the invoice; then, you detach the line items from it; then, you bill those line items again on a new invoice. Everything on the list below assumes you've already voided the invoice. If it hasn't been voided yet, void it first, because detaching a line item from a live invoice leaves the member owing the original total while the same line item is billed a second time.
The invoice must already be voided. Detaching is the only supported way to rescue line items from a voided invoice, and it isn't a way to edit a live invoice.
The fee, booking, or membership behind each line item must still exist. If you delete it, there's nothing left to bill again.
Fix the price, date, or terms on that fee, booking, or membership. Do this before the next bill run.
How detaching line items works
A line item is one billed entry on an invoice: a membership fee, a booking, a one-off fee. It stays linked to the invoice it was billed on, and voiding the invoice doesn't touch that link.
That's what leaves the line items stuck after an invoice is voided. Each one still reads as invoiced, on a document that will never be paid, so bill runs skip it, and the revenue sits in limbo. That's the state you want to fix.
Detaching the line items from the voided invoice breaks the link between them and does nothing else. The line items revert to an uninvoiced state, and the system treats them as neither invoiced nor paid, regardless of the original document's status. Then, you can reinvoice the items—either manually or through the automated Bill Run.
Does detaching a line item reduce the invoice amount?
Detaching changes a line item's billing status. It doesn't change any number on the document, which is where admins get caught out, because Detach looks like the button that shrinks an invoice total.
If you detach a line item, the invoice amount doesn't change, and the member still owes the same money. Detaching a line item never reduces the balance on an issued document. What it removes is the line item's record of having been invoiced, not the money on the invoice.
Two other actions exist to handle money, and one of them is almost always what you actually want. Voiding cancels an invoice completely, so use it when the invoice is wrong and the member hasn't paid it. A credit note reduces the amount of an invoice partially or fully while leaving the original document on the books, so use it when the invoice has already been paid or when your accounting requires the original to remain on the books. Detaching does neither of those things. It should only be done after you've voided an invoice, and its only job is to free the line items that voiding left stranded on that invoice.
Important: Detach line items only from voided invoices. On a live invoice, detaching does nothing to the balance, so the member still owes the original total. Meanwhile, the detached line item counts as uninvoiced, and the next bill run puts it on a second invoice. The member now has two invoices for the same item and owes the money twice; the only way out is to void one of them and start the correction over.
Detach line items from a document
At this point the invoice is voided, so the member owes nothing on it, and the document is closed as far as your accounting is concerned. The only thing still unresolved is the line items sitting on it, because each one is marked as invoiced against a document that will never be paid. Detaching is what clears that mark.
Go to Billing > Invoices and open an invoice or a credit note.
Click Detach.
Review the line items and select the ones you want to detach.
Click Detach to confirm. The voided invoice remains void and retains its original line items. The line items you selected are now uninvoiced.
Re-invoice the detached line items
Nothing bills a detached line item until you or a bill run does.
Bill run – Includes any detached line item whose date falls within the billing cycle.
Manual invoice – Bills a detached line item on its own, on a date you choose. Use this when you don't want to wait for the cycle. Create a single invoice manually →
Each line item appears on the new invoice with the same amount and dates as on the voided one, because detaching changed its billing status and nothing else.
Note: With Automated Billing enabled, you may not need to do anything else. The next scheduled bill run treats the detached line items as unbilled and creates a new invoice for them. Create a manual invoice instead if you want the line items billed sooner than the next scheduled run, or on a specific date.
Best practices
Almost every problem with detaching comes from doing it in the wrong order, or from leaving part of the job unfinished. These situations cover most of what comes up:
If you plan to void an invoice and bill its line items again, void it first, then detach the items.
If the member has already paid the invoice, issue a credit note instead of voiding and detaching. Voiding a paid invoice leaves a payment recorded against a canceled document, which your accounting has to unpick by hand. A credit note keeps the original invoice intact and properly records the offset. Record a refund with a credit note →
If your finance team reviews invoices monthly, add a comment on the invoice or the member profile explaining why the line items were detached. A detach leaves the member with a voided invoice and a later invoice covering the same period, which can appear to be a billing error to anyone reviewing the account without that context.
Detached line items remain visible in the Data Hub until the original invoice is voided.
FAQs
Does detaching a line item lower the invoice total?
Detaching a line item doesn't lower the invoice total. The document keeps every line, the same tax, and the same balance due. To cancel what a member owes, void the invoice, or issue a credit note against it if you need the original document to stand.
Why won't my bill run re-bill the line items from an invoice I voided?
Line items on a voided invoice still count as invoiced, because voiding cancels the document without breaking their link to it. Detach them from the voided invoice, and the next bill run treats them as unbilled again.
Can I detach line items from an invoice I haven't voided?
Detach line items only from voided invoices. On a live invoice, the member still owes the original total, and the detached line item is billed a second time, so you end up collecting twice.
Can I undo a detach?
Detaching can't be undone, and there's no reattach action. If you detached a line item by mistake, wait for it to be re-invoiced, then void the new invoice and correct the records manually.
Why is a line item I just detached already on a new invoice?
That's the workflow finishing itself. A detached line item counts as uninvoiced, so the next bill run treats it like anything else that hasn't been billed and includes it if its date falls within the billed cycle. If Automated Billing is on, that run happens on its own schedule without anyone starting it. Nothing has gone wrong, and the member can now pay for the line items that were stuck on the voided invoice.