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Must know
  • Most refunds start as pending and move to settled once your payment processor has sent it — card refunds are usually quick; ACH returns take longer.
  • When a card refund goes out and the invoice has a linked customer account, the refund email always sends — it’s a money-movement notice and isn’t affected by your notification settings.
  • A full refund marks the invoice Refunded the moment you submit; a partial one shows Partially refunded. If the refund is over your daily limit, nothing changes until it clears review.
Once you confirm a refund, here’s what happens. The refund is recorded — and, with Cancel & refund, the spot too. As soon as you submit, a pending refund is recorded on the invoice. With Cancel & refund the selected lines are cancelled along with the program enrollments or store orders they paid for; with Refund only the money goes back and those items stay active. Only program enrollments and store products can be selected; memberships, passes, and competition or event entries can’t be refunded yet. Once the refund covers the whole invoice its status becomes Refunded (a partial refund shows Partially refunded). One exception: if the refund would push your club past its $1,000 daily refund limit, it’s queued for review instead — nothing is cancelled until the review clears. It’s sent to the processor. A card refund is forwarded on — the money hasn’t reached the customer yet. A recorded cash refund skips this: it’s logged as already settled and sends no refund email. The customer is emailed. Once a card refund is on its way, the family receives a refund confirmation. When the invoice has a linked customer account this email always sends, whatever your notification settings; a manual or walk-in sale with no account on file won’t generate one. If the refund also ended an athlete’s whole enrollment, the family also gets a Program Cancellation notice — a locked system notification you can view but not change. It settles. When your processor confirms it has sent the refund, its status moves from pending to settled. If a card refund hasn’t landed after about 10 days, contact support; bank (ACH) returns can take a month or more. “Settled” means the money was sent, not proof it landed — a bank can still reverse an ACH deposit later. If something goes wrong afterward, see the related articles below. Related: What if a refund fails or the bank reverses it? · What happens when a refund is queued for review? · What happens to a registration when I refund it? · Why does a refund cost more than the amount refunded?