Refund a payment
Refunds are one click from the appointment, and they're built to never lie to you: the record only says Refunded once the money is actually on its way back. Card refunds return to the card, gift-card refunds go back on the gift card.
Who can do this: roles with refund rights (Owner, Admin, or Manager).
Refund it
- Open the appointment. The Payment card shows the paid amount and method.
- Click Refund.
- The card flips to a Refunded tag with the note that the amount went back to the client.
How it returns:
- Card payments are returned through the processor. If the processor hiccups, the payment stays retryable instead of showing "refunded" when nothing moved. Run it again.
- Gift-card payments re-credit the gift card in the same step, so the balance is back and spendable instantly.
- Cash is recorded as refunded; hand the cash back from the drawer.
Example. A client reacts to a product and the owner refunds her $189 facial. One click on Refund: the record flips, the card refund is on its way, and her record's history shows both the visit and the refund.
Partial refunds
Refunds return the full payment today. For a partial make-good, the desk pattern is: refund in full, then charge the amount you meant to keep. Partial refunds in one step arrive with the payments release.
Common questions
- No Refund button? Two possibilities: the payment isn't in a Paid state, or your role doesn't have refund rights (Front desk doesn't).
- The refund errored? By design nothing was marked refunded, so the money story stays true. Try again; the same payment can't be double-refunded even if two people click at once.
- Does a refund cancel the appointment? No. Money and status are separate; cancel or complete the appointment on its own merits.
- Where does a deposit refund go? Same rules: card deposits back to the card, gift-card deposits back onto the gift card.
Good to know
- Refunds land in the audit history, so "who refunded what" is never a mystery.
- A no-show and a refund are different tools: mark the visit honestly, then decide about the money.