Who this is for: All Barti users with access to patient invoices and billing.
In Barti, the Delete option on a charge, payment, or refund is sometimes greyed out. This is intentional — it protects records that are tied to money already collected or moved. Here's when each item can and can't be deleted, and what to do instead.
Deleting a charge
You can delete a charge as long as it has no unrefunded patient payment on it. If a patient payment is still applied, Refund it first — once the charge has been refunded in full, the Delete option becomes available.
While an unrefunded payment remains, the Delete option is disabled and you'll see the message: "Refund all payments on this charge before deleting."
Insurance payments do not block deletion — only patient payments do.
What happens to a removed charge
A removed charge is struck through on the invoice rather than disappearing. This is intentional: the original payment and refund moved real money, so those records are preserved for reconciliation.
The struck-through line no longer counts toward the invoice's balance owed.
The line drops out of production and CPT reporting, since a refunded service isn't production.
The underlying payment and refund still appear in your payment and refund reporting, so Barti continues to tie out to Stripe.
Service fees
A service fee follows the same rules as any other charge. Refund it in full and you can remove it, so it no longer shows as a balance owed.
Deleting a payment
Whether a payment can be deleted depends on how it was taken:
Card and online payments (Stripe) — cannot be deleted. To reverse one, issue a Refund instead; the money is returned through Stripe automatically.
Manually recorded payments (cash, check, EFT, other) — can be deleted, unless a refund or a credit has been issued against the payment. Remove those first.
Payments made from a patient's account credit — cannot be deleted. To reverse one, issue a Refund; the amount returns to the patient's credit balance.
Deleting payments also requires the appropriate billing permission. If you don't have it, the Delete option won't appear at all.
Deleting a refund
Refunds processed through Stripe — cannot be deleted.
Manually recorded refunds — can be deleted.
Why these rules exist
Stripe payments and refunds represent real money that has already moved. Deleting the record in Barti would not reverse the transaction, so these are reversed with a Refund rather than a delete. Manually recorded payments are bookkeeping entries only, so they can be removed once nothing else — a refund or a credit — depends on them.
Troubleshooting
The Delete option is greyed out. Why?
Hover over the option to see the reason. The most common reasons are: the charge still has an unrefunded patient payment applied to it; the payment was processed through Stripe; or the payment has a refund or credit issued against it. Follow the steps above for each case.
I refunded the charge in full, but I still can't delete it.
Check that every patient payment on that charge has been refunded — a charge can carry more than one payment, and any remaining unrefunded amount keeps Delete disabled. Refresh the invoice after issuing the last refund.
I removed a charge, but it's still showing on the invoice with a line through it.
That's expected. Removed charges are struck through rather than erased so the payment and refund behind them stay available for reconciliation. The struck-through line is no longer part of the balance owed.
Can I delete a charge that's on an insurance claim?
Deleting a charge that has already gone out on a claim can put Barti and the claim out of sync. Review the claim before removing the charge, and contact Barti Support if you're unsure.