Refund Past Credit Card Charges
Updated over a week ago

Admin Level - Financial Admin Full Access

NOTE: Refunds must be issued before 180 days have passed.

Step 1: Refund credit card

  1. In the side menu, click Business Tools > Invoices & Payments.

  2. Under the Acct Balance column, click [History].

  3. Enter the Beginning and End Date parameters for both the original invoice and CC transaction to refund.

  4. Click Search.

  5. Find the original invoice and note the chart of the account used.

  6. Scroll down to Payments.

  7. Click the [Refund] link by the Credit Card transaction to refund.

    • Refunds should be submitted within 60 days. Changing credit card information, closing accounts, etc., can cause refunds to fail.

    • When a refund fails, use the "New Refund Credit Balance" function instead; see the Refund a Credit Balance by Check.

  8. Enter the amount to refund with a negative sign.

  9. Click Save Credit Card Refund.

Step 2: Credit original invoice

If the original payment was against an invoice item, you MUST also credit against the original invoice, or else it will charge their credit card again next month.

  1. In the side menu, click Business Tools > Invoices & Payments.

  2. Search and find the account to refund.

  3. Place a checkmark to the left of the account.

  4. Click the New Credit button.

  5. Place a description that reflects the reason for the credit.

  6. Select the same chart of accounts that you originally invoiced for (see step 5 in the first set of steps above).

  7. Enter the amount to credit with a negative sign.

  8. Click Save Credit.

The account should now show zero charged/zero owed and be balanced.

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