Deleting Invoices
Deleting an invoice permanently removes it from VaultAP. This is an admin-only action that cannot be undone.
Deletion is permanent. Once an invoice is deleted, the document, extracted data, risk score, AI explanation, and all associated review history are permanently erased. This action cannot be reversed.
What Gets Deleted
When you delete an invoice, the following data is removed:
- The uploaded document file (PDF, image)
- All OCR-extracted fields (vendor, amounts, dates, bank details)
- The fraud risk score and AI-generated explanation
- Review comments and status history
- Reviewer assignments
What Is Preserved
A single audit trail entry is preserved recording:
- That the invoice was deleted
- Who deleted it (admin username)
- When it was deleted (timestamp)
- The original invoice number and vendor name (for reference only)
This ensures your audit log maintains a record of the deletion even after the invoice data itself is gone.
How to Delete an Invoice
Open the invoice
Navigate to the invoice detail page from the invoice list, review queue, or archive.
Select Delete from the actions menu
Click the actions menu and choose Delete. This option is only visible to admins.
Confirm the deletion
A confirmation dialog will ask you to type the invoice number to confirm. This safeguard prevents accidental deletions.
Permissions
Only admins can delete invoices. Reviewers and viewers do not see the delete option.
If you need to remove an invoice from active views without destroying the data, consider archiving it instead. Archived invoices can be restored at any time.