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Must know
  • Start from Issue refund. It’s on a Paid, Partially paid or Partially refunded invoice and needs the Edit Financials permission.
  • Every refundable line starts ticked, most at their full remaining amount. Untick lines or lower amounts for a partial refund, and choose per line whether the athlete keeps the item.
  • Four places the money can go. Refund to offers Original payment method, Record cash refund, Record E-transfer refund and Account credit. Only the first moves money back through your payment processor.
  • Balance and limit checks. Only Original payment method refunds are checked against your club’s balance and the daily refund limit, and only they send the family the Refund initiated email.
1

Open Issue refund

Click Issue refund in the invoice header, in the row menu on Financials > Invoices, on a guardian’s Billing tab, or on a recurring charge’s page. Charged back invoices have no refund action. Imported invoices show Record refund (imported invoices).
2

Set refund amounts

Each line shows its Max: what the invoice collected for it after discounts, minus earlier refunds. A punch card, membership or pass can start at its unused value. Untick a line or type less. Greyed lines show a reason and never block you (which purchases qualify).Then pick what happens to each item. Ending it is the default.Custom items are money only. Memberships and passes get a money choice (such as Refund unused days) and an access choice (such as End access now) instead (details). Rate card lines can switch to Minutes, and Return [N] punches to [card] starts ticked when cancelled lines spent punches.
3

Choose Refund to

Shown once the total is above $0.00 (destinations).
  • Original payment method goes back through your payment processor. With no card payment, or a bank payment that hasn’t cleared, it is greyed with the reason and Record cash refund is preselected.
  • Record cash refund and Record E-transfer refund only log money you returned yourself.
  • Account credit adds it to the family’s balance (it needs a guardian account).
4

Review refund

Click Review refund to see each line with a badge such as Cancel or Refund, the tax, Fees charged to user and the Refund total (tax and fees). With Original payment method, a gift card portion shows as Returns to gift card and goes back automatically.
5

Confirm

The button names your choice: Confirm & Refund 25.00∗∗,∗∗Recordcashrefund25.00**, **Record cash refund 25.00, Record E-transfer refund 25.00∗∗or∗∗Refund25.00** or **Refund 25.00 to account credit. A message such as Refund of $25.00 sent. confirms it.
Refund part of an invoice. Untick lines or lower amounts. The invoice as a whole is capped at its payments, minus earlier refunds and settled chargebacks. Refund money, keep the item. Choose a Keep option. An optional Goodwill / credit bucket appears: leave Reverse each line’s own category, or book the refund to Promo, Scholarship, Employee or Goodwill. The bucket only changes how the refund shows in your books: the default takes it off the refunded line’s own revenue category, while a bucket records it under that label instead. Pick one when the refund is a concession (for example a staff discount or a scholarship) rather than a return. There is no free-text reason. Return no money. Type $0.00 and leave the item on its end option. The buttons read Review cancellation and Confirm cancellation (details). Original payment method only. If your club’s balance is too low, the review shows Insufficient balance, and staff with the Financial Admin permission can click Top Up & Continue. A refund past the daily limit is held as Refund queued for internal review, and nothing is cancelled until it is reviewed. After you confirm. Only Original payment method refunds send the family the Refund initiated email, which your club can switch off (emails). Items cancelled but refund failed means no money went back (what happens next). Payment plans. If your club uses payment plans, an installment invoice only returns that payment, and the schedule is unchanged (details). Related: Which purchases can I refund? · Where can a refund go: card, cash, e-transfer or account credit? · What do the tax and service-fee lines on a refund mean? · Why is my refund blocked for insufficient balance?