Refunds — card payments and QuickBooks

Office web page → Invoices → Card Payments, or an estimate's Payments card. Owners, admins and office staff can refund.

Refund a payment

1. Press Refund next to the payment.
2. The amount starts at what's left to refund. Lower it for a partial refund.
3. Add a reason. It goes in the payment's history and on the QuickBooks refund.
4. Read what will happen, then press Refund.

The money goes back to the customer's card through your processor. You can't refund more than was paid, minus earlier refunds.

Authorize.net: a payment that hasn't settled yet (usually the same day) can only be canceled in full. For a partial refund, wait until the next day.

In QuickBooks

• Card payments: when a pay link is paid and the estimate already has a QuickBooks invoice, Preflight adds a payment to that invoice. The payment is capped at the invoice's open balance. It goes into Undeposited Funds, or the account you pick in Settings → Payments → QuickBooks Accounts. A deposit paid before the invoice existed comes off the invoice as a line instead.
• Refunds: Preflight adds a refund receipt for the customer. It copies the paid invoice's items and classes, scaled to the refund, so the right income and departments go down. A deposit with no invoice payment uses the "Deposit" item. The money comes out of the bank account you pick in Settings → Payments → QuickBooks Accounts, so pick that account before your first refund.
• If QuickBooks says no, the card refund still stands. The payment shows the problem in red. Fix it (for example, pick the refund account), then press Retry QuickBooks. Retrying never records the same refund twice.

Paid through QuickBooks Payments? Refund those in QuickBooks; it records the refund itself.

Booking-page deposits refunded from Online Booking (or canceled by the customer) are recorded in QuickBooks the same way, once the estimate has an invoice there.

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