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When should I use "Write off"?

A write-off is an accounting action where you mark an unpaid invoice as a loss. By writing off an invoice, you acknowledge that the invoice will not be paid, and the amount will be recorded as a loss in your accounts.

Use Write off when:

  • A customer has an unpaid invoice that you have given up trying to collect
  • You have sent reminders without success and want to close the case in your books
  • You want to move the invoice out of "outstanding payments" and into "losses"

Do not use Write off if:

  • The invoice has already been paid. In that case, use Refund or Credit note instead
  • You made a mistake and just want to delete the order. That is not possible. See the section "Can I undo a write-off?" below
What happens technically when I click Write off?

When you click Write off order, the following happens:

  1. YOGO creates a write-off note. This is a new invoice with a negative amount equal to the original invoice's amount
  2. The write-off note gets its own sequential invoice number
  3. The original invoice remains in the system and can still be viewed, but can no longer be paid by the customer
  4. In your accounting, the write-off note counts as negative revenue (a loss)
  5. If you have automatic accounting synchronization enabled (e.g. via Zwapgrid), the write-off is automatically sent to your accounting system

When you click Write off order, YOGO shows the following confirmation. This is the exact text in the dialog:

"This means that you acknowledge that the invoice will not be paid. It will create a write-off note for the invoice, which will count as negative revenue. It will no longer be possible for the customer to pay this invoice."

Important: write-off does not remove the customer's access

If the written-off invoice was a membership renewal, the membership will not be cancelled automatically. The customer keeps their membership. If you want to cancel the membership, change the payment date, or similar, you need to do this manually on the "Membership" page for that customer.

"Please note that the membership itself will not be cancelled. If you need to cancel the membership, change the payment date, etc, please do this from the Membership page."

Dunning fees are cancelled automatically

If the written-off invoice contained a dunning fee (reminder fee), the dunning fee will be cancelled automatically when you write off the invoice. You do not need to do anything about this yourself.

Can I undo a write-off?

No, a write-off cannot be undone or deleted. It is a permanent accounting action.

If you have made a mistake and written off an invoice by accident, you can instead:

  1. Contact YOGO Support (yo@yogo.no or support@yogo.dk). We can help assess the situation
  2. Create a new order manually for the customer if the invoice still needs to be paid
Write-off vs. Credit note vs. Refund
Action When to use? Creates a new invoice? Sends money back to customer?
Write-off Unpaid invoice, given up on collecting Yes (negative) No
Credit note Already-paid order to be cancelled without refund Yes (negative) No
Refund Already-paid order, customer should get money back Yes (negative) Yes
Where do I find the "Write off" button?

You find Write off order under Reports → Orders. The button is only shown on orders that meet all these conditions:

  • The order is not paid
  • The order is not itself a write-off or credit note
  • The order does not already have a credit note attached
Who can write off an order?

Only users with admin permissions can write off orders.