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Refunds

When you need to return money to a customer, record the refund to keep your records accurate.

When to Issue a Refund​

  • Overpayment by customer
  • Returned goods
  • Service not delivered
  • Duplicate payment
  • Customer cancellation

Recording a Refund​

1. Find the Original Payment​

Go to Payments and locate the payment to refund.

Or go to the invoice and find the payment record.

2. Click Refund​

Click Refund or Issue Refund.

3. Enter Refund Details​

  • Amount - Full or partial refund
  • Date - When refund was issued
  • Method - How you returned the money
  • Reason - Why the refund was issued
  • Reference - Transaction ID or receipt number

4. Confirm​

Click Process Refund to record it.

What Happens​

  • Payment record shows refund
  • Invoice status may change (back to unpaid/partial)
  • Refund appears in reports
  • Customer balance adjusts

Partial Refunds​

You can refund part of a payment:

  1. Enter only the amount being refunded
  2. Original payment shows reduced amount
  3. Remaining payment stays on record

Refund vs. Credit Note​

RefundCredit Note
Money returned to customerCredit for future purchases
Records money outRecords credit owed
Use when money leavesUse when customer will buy again

Credit Notes​

Instead of a cash refund, issue a credit note:

  1. Go to Invoicing → Credit Notes
  2. Create a credit note for the amount
  3. Apply to customer's next invoice

Tracking Refunds​

View all refunds:

  1. Go to Reports → Payments or Refunds
  2. Filter by date range
  3. Export for accounting

Tips​

  • Always document the reason for refunds
  • Keep refund transaction references
  • Process refunds promptly for customer satisfaction
  • Review refund patterns to identify issues