Solved: System cancelling invoices after 1yr

leadingedgesups

Who else is having issues with this? We need to be able to turn the new feature on or off AND at the very least we need to be able to easily find system cancelled invoices. Cancelled and failed are not even invoice status codes listed on the status filter. How are people dealing with this and how are you finding them?

Summer2024

Hi, @leadingedgesups ! Welcome to the Square Community!

Square added ths system rule to automatically cancels unpaid invoices after 12 months from the creation date. It’s meant to keep accounts clean and prevent stale outstanding invoices from affecting reports, but unfortunately, it’s not configurable right now, meaning you can’t turn it off or change the timeframe.

I will list some tips and workarounds while this setting remains unable to be configured based on preferences right now.

How to Find System-Cancelled Invoices:

There’s no dedicated “System Cancelled” filter yet, but you can still track them down with a few tricks:

Use the Search Bar:Type part of the customer name or invoice ID to pull up the record, even if it’s marked “Cancelled.”
Download an Invoices Report: In your Square Dashboard > Reports > Invoices, export the full list. Cancelled invoices will show a status of “CANCELLED.”
Use the Activity Log: Open the individual invoice and scroll to the activity section at the bottom to confirm if the system auto-cancelled it.

Temporary Workarounds

Duplicate old invoices: If a year has passed but you still need payment, open the cancelled invoice and click Duplicate to recreate it instantly with the same details.
Manual reminder system: Use your own calendar or CRM to flag any unpaid invoices approaching 10–11 months old so you can resend before the system cancels them.
Feedback to Square: Many sellers (especially service-based and B2B businesses) have already requested a toggle to disable or extend this feature. Submitting a quick feedback ticket through your Square Dashboard → Settings → Feedback helps push it up the priority list.

I hope this helps!

View Solution >

Summer2024

Hi, @leadingedgesups ! Welcome to the Square Community!

Square added ths system rule to automatically cancels unpaid invoices after 12 months from the creation date. It’s meant to keep accounts clean and prevent stale outstanding invoices from affecting reports, but unfortunately, it’s not configurable right now, meaning you can’t turn it off or change the timeframe.

I will list some tips and workarounds while this setting remains unable to be configured based on preferences right now.

How to Find System-Cancelled Invoices:

There’s no dedicated “System Cancelled” filter yet, but you can still track them down with a few tricks:

Use the Search Bar:Type part of the customer name or invoice ID to pull up the record, even if it’s marked “Cancelled.”
Download an Invoices Report: In your Square Dashboard > Reports > Invoices, export the full list. Cancelled invoices will show a status of “CANCELLED.”
Use the Activity Log: Open the individual invoice and scroll to the activity section at the bottom to confirm if the system auto-cancelled it.

Temporary Workarounds

Duplicate old invoices: If a year has passed but you still need payment, open the cancelled invoice and click Duplicate to recreate it instantly with the same details.
Manual reminder system: Use your own calendar or CRM to flag any unpaid invoices approaching 10–11 months old so you can resend before the system cancels them.
Feedback to Square: Many sellers (especially service-based and B2B businesses) have already requested a toggle to disable or extend this feature. Submitting a quick feedback ticket through your Square Dashboard → Settings → Feedback helps push it up the priority list.

I hope this helps!

leadingedgesups

This does not help at all. I have actually already tried this. #1 the invoices that were cancelled only seem to be ones that has a partial payment which is ridiculous. If you can find the invoice there is NO way to recreate it except to put the partial payment maybe as a discount AND how has the partial payment ever hit your item sales report? As far as finding the invoices how would you know what customers to check? If I had an invoice # I would not need a way to find them. And exporting invoices also does not work because that would mean checking every cancelled invoice I have ever had to see if I cancelled it OR if the system did. This is the worst change I have ever seen Square make and was clearly not thought through clearly and was also not tested!