How to Write Off Part of an Invoice | RunSensible

Yes. If you do not want to charge the full amount of an invoice, RunSensible supports a billing write-off workflow that lets you write off part of a bill instead of the entire remaining balance. This is useful when a firm decides that a portion of an invoice should no longer be collected, but still wants the billing record to stay accurate and visible.

For law firms, partial invoice adjustments often happen for practical reasons: client courtesy reductions, internal billing decisions, uncollectible balances, or negotiated payment outcomes. The key is not just lowering the amount. The firm also needs a clear record of what changed, when it changed, and why.

The Problem With Informal Invoice Reductions

Many firms handle invoice reductions informally. Someone may tell a client to pay less, leave a balance open indefinitely, or make a manual note outside the billing system. That can create confusion later.

If the invoice still shows a balance, staff may continue following up on an amount the firm no longer intends to collect. If the reduction is not documented, the billing team may not know whether the remaining amount was discounted, forgiven, disputed, or simply unpaid.

This becomes especially difficult when multiple people are involved in billing. Without a structured write-off process, the firm may lose visibility into:

• Which invoice was adjusted
• How much was written off
• Whether the write-off was partial or full
• Why the decision was made
• What balance remains after the adjustment

RunSensible’s documented write-off workflow helps firms manage this type of billing decision more clearly. The Help Center explains that the Write-Off button can be used to acknowledge that a portion or the entire amount of a bill will not be collected, and that partial write-offs change the bill status to Partially Paid.

A Realistic Use Case Scenario

A law firm sends a client an invoice for completed work. After reviewing the relationship and the circumstances, the firm decides not to charge the full balance. The client has already paid part of the invoice, but the firm does not want to pursue the remaining amount.

Instead of leaving the unpaid amount open or deleting the invoice, the billing administrator uses RunSensible’s write-off workflow. They open the bill, enter the write-off amount, add a description explaining the reason, and save the adjustment.

The result is a cleaner billing record. The invoice still exists, the adjustment is documented, and the remaining balance reflects the firm’s actual decision.

How RunSensible Supports Partial Invoice Write-Offs

RunSensible supports partial invoice write-offs through the Write-Off button on a bill. According to the Help Center, the write-off panel shows the original amount, payments already made, previous write-offs, and the remaining balance eligible for write-off. Users can then enter the amount they want to write off for each account and save the adjustment.

This matters because a write-off is different from simply ignoring an unpaid balance. A write-off formally records that the firm no longer expects to collect a specific amount. If the entire balance is written off, RunSensible updates the bill status to Paid. If only part of the bill is written off, the status changes to Partially Paid.

RunSensible also keeps a write-off history for the bill, giving teams a way to review previous adjustments over time.

Step-by-Step: How to Write Off Part of an Invoice

1. Open the bill you want to adjust

Start from the relevant bill record. RunSensible’s Help Center notes that clicking the Bill Number takes you directly to the bill page, where you can access detailed bill information.

2. Click the Write-Off button

Use the Write-Off button to begin the adjustment process. The first time you click it, RunSensible opens a panel that guides you through the write-off workflow.

3. Review the bill details

Before entering the adjustment, review the key amounts shown in the panel. These include the original invoice amount, payments already made, previous write-offs, and the remaining balance that is still eligible for write-off.

This helps the billing team avoid applying the wrong adjustment or writing off more than intended.

4. Enter the date and description

RunSensible lets you specify the date of the write-off and add a description explaining the reason for the decision. This is important for internal clarity, especially when the adjustment is based on a client relationship decision, billing correction, or uncollectible balance.

5. Enter the partial write-off amount

For a partial write-off, enter only the amount you do not want to collect. RunSensible provides a Change column where you can enter the amount to write off for each account. The Help Center explains that this allows the write-off amount to be distributed across one or multiple accounts, depending on the billing need.

Do not use the full remaining balance toggle unless the firm wants to write off the entire unpaid balance.

6. Review the new balance

After the write-off amount is entered, RunSensible adjusts the remaining balance shown in the New column. This gives the team a clearer view of what remains unpaid after the partial write-off.

7. Save the write-off

Once the details are reviewed, click Save. RunSensible records the adjustment, updates the bill, and changes the bill status based on whether the write-off was partial or full. A partial write-off results in a Partially Paid status, while a full write-off updates the bill to Paid.

8. Review write-off history when needed

After saving, RunSensible displays a history panel with previous write-offs applied to that bill. This gives the team a record of adjustments made over time. The Help Center also notes that editing or deleting write-offs is limited by sequence, because entries are linked to preserve the integrity of the write-off history.

When to Use a Write-Off Instead of a Discount or Credit Note

A partial write-off is best suited when an invoice has already been issued, and the firm decides that part of the balance will not be collected.

A discount is more appropriate when the firm wants to reduce pricing as part of the billing setup or invoice creation process. RunSensible supports discount configuration in the Bill/Tax/Discount settings, including fixed-amount or percentage-based discounts.

A credit note is different again. RunSensible’s Help Center describes a credit note as a document used to acknowledge a credit or reduction in an invoice amount for a client, especially in connection with paid bills and refund workflows.

In practical terms:

• Use a discount when reducing the amount before or during invoice creation.
• Use a write-off when deciding not to collect part or all of an outstanding bill.
• Use a credit note when documenting a credit or reduction tied to the original bill, especially where the refund workflow applies.

Outcome

Using a partial invoice write-off helps law firms keep billing records cleaner. Instead of leaving an unwanted balance open, the firm can document the adjustment and update the bill status based on the actual collection decision.

This supports better internal visibility, reduces unnecessary follow-up, and gives billing staff a clearer record of invoice changes. It does not replace professional accounting judgment, but it does give teams a more structured way to manage invoice reductions inside the billing workflow.

If your firm needs a clearer way to handle invoice reductions, RunSensible supports a structured write-off workflow that helps keep billing adjustments organized and easier to review.

FAQs

Can I write off only part of an invoice in RunSensible?

Yes. RunSensible supports partial write-offs. You can enter the amount you want to write off instead of writing off the full remaining balance. When only part of the bill is written off, the bill status changes to Partially Paid.

What happens if I write off the entire remaining balance?

If the full remaining balance is written off, RunSensible updates the bill status to Paid.

Can I add a reason for the invoice write-off?

Yes. The write-off workflow includes a Description field where you can explain the circumstances or reason for the write-off.

Can I review previous write-offs on a bill?

Yes. After a write-off is saved, RunSensible provides a history panel showing previous write-offs applied to that bill.

Should I use a write-off or a discount?

Use a write-off when the invoice has already been issued, and the firm decides not to collect part or all of the balance. Use a discount when reducing the amount as part of the billing or invoice setup process. RunSensible supports discount setup through Bill/Tax/Discount settings.

Final Thought

Writing off part of an invoice is often a practical billing decision, but it should still be recorded clearly. RunSensible helps firms document partial invoice write-offs, update bill status, and maintain a visible adjustment history. For billing teams that want fewer open balances sitting unresolved, this creates a more organized way to manage invoice reductions without losing track of the original billing record.

Help Center Links

1. Using the Write-Off Button for Uncollectible Bills – https://help.runsensible.com/billing/using-the-write-off-button-for-uncollectible-bills/
2. Credit Note – https://help.runsensible.com/billing/credit-note/
3. Bill/Tax/Discount Management – https://help.runsensible.com/billing/bill-tax-discount-management/
4. Managing Bills – https://help.runsensible.com/billing/managing-bills/
5. Bill Status Overview – https://help.runsensible.com/billing/bill-status-overview/