If you need to refund a client, this article is for you! There are a few ways that we can go about refunding a client transaction, so feel free to click ahead to the section that best fits your needs!
👉 Keep in mind: Refunds are not issued automatically if an appointment is canceled. All refunds will need to be manually processed.
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Refund from Appointment
If you ever need to refund a client, you can do that by heading to that client's particular appointment, or you can head to the "Payments and Products" page to view and refund a transaction that way.
Here's how you can do that right from the appointment details:
Head to the appointment calendar and open up the appointment you need to refund
Click on and expand the Ticket Info area to pull up prior transactions
Then you'll wanna click the Refund button to walk through the refund process. Like this. 👇
Refund from the Tickets List:
Here are the steps to issue a refund via the Tickets list:
Select the "Tickets" tab
In the Tickets area, search for the transaction by date range and/or the client's name
Click onto the transaction you'd like to refund to expand the details
Click the "Refund" button on the transaction
Confirm the amount to refund, and the tender-type
Click "Refund Transaction"
If the refund is over 90 days from the original transaction and you are using our built-in payment processor, you'll just want to give Clearent a call directly and have them issue the refund at (855)558-3414.
After you refund, the transaction will display as "Refunded" and the funds will return to the client's account, usually in about 3-5 business days, although this could take up to 7-14 business days depending on the bank.
Refund or Void from the Transactions List:
* If you are using Schedulicity's built-in payment processor, account Admin's can also void a credit card transaction if it’s done on the same day as the original charge to avoid processing fees. With 2 day funding, the void will need to be done by 11:45pm local time. With 1 day funding, it needs to be done by 9:30pm CDT. (Only available on web version now, coming soon to iOS.)
Search for a transaction by confirmation number or view by transaction date.
Click the three vertical dots to the right of the appropriate transaction
From there you'll have the option to view the transaction details, process a refund, or void the transaction
Confirm the amount to void
Click either, "Refund Transaction" or “Void Transaction"
If you void the transaction it will display as “Void.” Then you’ll have the option to collect funds again for the booking.
Record a Refund
If you aren't using one of our payment processors and just need to record a refund, you can do that here:
Search for a transaction by confirmation number, view by transaction date, or search by tender type
Click the three vertical dots beside the correct transaction, and choose "refund"
Enter in the refund amount and the refund type. Note that unless you charged the client’s card and have a payment processing account, this is simply a recorded refund in Schedulicity rather than a full refund to the client
After you refund, the transaction will display as "refunded"
Refund from the iPhone App
Follow along with these steps if you need to refund a client on the go:
Find your client in the client list
Go to Appts
Select the appointment you need to refund
Select the transaction at the bottom of the page
Enter amount, select tender type, and click refund
That'll do the trick for ya!