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Must know
  • Original payment method is the only option that sends money back through your payment processor. The other three record a refund you handled yourself, or give it as credit.
  • Only card refunds email the family, carry a processing fee, and are checked against your club’s balance and the daily refund limit.
  • Account credit lands in the family’s balance immediately and is offered only when the invoice belongs to a guardian account.
  • If the card option is greyed out (no card payment, or a bank payment still clearing), the dialog picks Record cash refund for you.
Where to find it. Open the invoice from Financials > Invoices and click Issue refund. Refund to appears on Set refund amounts once the Total refund is above $0.00, with Original payment method, Record cash refund (handled outside the platform), Record E-transfer refund and Account credit (added to the family’s balance). How the four compare. Tax and fees returned to the family are the same whichever option you choose. When Original payment method is greyed out. A reason shows beside it: “no card payment on this invoice” (for example, it was paid in cash) or “the bank payment has not cleared yet” (a bank payment usually clears in 3 to 5 business days). The dialog then preselects Record cash refund. When Account credit is offered. Only when the invoice belongs to a guardian account, so never on a walk-in sale with no family attached. The credit lands in the family’s balance the moment you confirm, ready to spend at checkout. See How do I add or remove account credit for a guardian?. Where E-transfer is offered. Always in the invoice refund dialog, with an optional E-transfer confirmation number field. The refund step inside Cancel enrollment? and Cancel membership? offers the other options but not e-transfer. Gift card and credit portions. On an Original payment method refund, any part paid with a gift card returns to that gift card automatically (“Returns to gift card •• 1234” on Review refund), and any part paid with account credit returns to the family’s balance. Only the rest goes back to the card. Confirming. The button and the message after it name the destination:
  • **Confirm & Refund X∗∗:"RefundofX**: "Refund of X sent.”
  • **Record cash refund X∗∗:"CashrefundofX**: "Cash refund of X recorded.”
  • **Record E-transfer refund X∗∗:"E−transferrefundofX**: "E-transfer refund of X recorded.”
  • **Refund Xtoaccountcredit∗∗:"X to account credit**: "X added to the family’s account credit.”
The card refund email asks the family to allow 5 to 10 business days for the money to appear on their statement. Imported invoices. These use Record refund, with their own three destinations: see How do I refund an invoice imported from my previous system?. Related: How do I refund a customer on a paid invoice? · Why does a refund cost my club more than the amount refunded? · What is the $1,000 daily refund limit? · How do I refund an invoice imported from my previous system?.