How to Refund Client Payments in vcita

Take control of your revenue management by learning how to issue refunds to your clients directly through the platform.

Refund a Payment

You can process refunds for payments received through your connected payment gateway or for payments recorded manually.

1. Open the platform.
2. In the navigation menu, click Sales.
3. Click Payments Received.
4. Select the specific payment you want to refund.
5. Click Refund.

Refund an Invoice

If you need to refund a payment associated with a specific invoice, follow these steps:

1. Open the platform.
2. In the navigation menu, click Sales.
3. Click Payments Received or Billing & Invoicing.
4. Click on the invoice you want to refund.
5. Click Refund.
6. Choose the refund amount or percentage.
7. Select whether you want to keep the payment request open.
8. Add an internal note if needed.
9. Click Refund.

Partial Refunds

The platform supports partial refunds for checkout sales and invoices. This allows you to return a specific portion of a payment while maintaining accurate records.

1. Open the platform.
2. In the navigation menu, click Sales.
3. Select the sale you want to partially refund.
4. Click View Payment.
5. Click the three dots icon for more actions.
6. Click Refund.
7. Choose the refund amount or percentage.
8. Select whether you want to keep the payment request open.
9. Add an internal note if needed.
10. Click Refund.

Manual Payments

If you took a payment outside of a payment gateway, for example, by Cash or physical Check and recorded it in the platform, you can still manually record the refund to keep your records up to date. To mark a payment as refunded:

1. Open the platform.
2. In the navigation menu, click Sales.
3. Select the sale you want to refund.
4. Click View Payment.
5. Click the three dots icon for more actions.
6. Click Refund.
7. Choose the refund amount or percentage.
8. Select whether you want to keep the payment request open for future payments.
9. Add an internal note if needed.
10. Click Mark as refunded.

Payment Gateway Behavior

The refund process varies depending on which payment gateway you have configured in your settings.

Stripe, Square, PayPal, and Payments by inTandem

If you use Stripe, Square, PayPal, or Payments by inTandem, the platform automatically communicates with the gateway. When you complete the refund in the platform, the system records the transaction and the gateway automatically returns the funds to the client.

Frequently Asked Questions

Q: Can I issue a partial refund through the platform?

Yes, the platform allows you to issue partial refunds for checkout sales and invoices. You can select a specific amount or percentage to return to the client during the refund process.

Q: Does the platform automatically send money back to the client when using PayPal?

Yes, issuing a refund for a PayPal transaction in the platform refunds the payment in PayPal. You do not need to log in to your PayPal account separately to return the actual funds to the client. This is automatic.

Q: How do I refund a payment if I am using Stripe or Square?

When you click the refund button in the platform, the system records the refund and automatically triggers Stripe or Square to return the funds to the client. You do not need to perform additional steps in the gateway for full refunds.

Q: Where can I find a specific payment to refund?

You can find payments by navigating to the Sales menu and selecting Payments Received, or by opening a specific client card and viewing the "Payments" tab.

Q: What is the difference between a "Paid (Online)" status and other payment records?

A "Paid (Online)" status indicates the payment was processed through a payment gateway connected to the platform. Other statuses, such as Check or Cash indicate the payment was recorded manually.

Q: How do I record a refund for a cash or check payment?

To record a manual refund, navigate to the Sales menu, select the specific sale, click View Payment, and use the Refund option under the three dots icon to update your records by clicking Mark as refunded.