Give money back for a repair

Use this when you give a customer money back for a repair, for example because one part didn’t fix the problem. You choose how much to give back for each service or part.

Before you start

• The repair needs a job invoice that the customer has paid, fully or in part.
• Don’t see Refund, or it won’t save? Ask your shop owner to let you record payments (Payments — Record payments).
• Refunds work for repair (job) invoices only. You can’t refund a sale from the app.

Steps

On a computer

1. Go to Billing › Invoices and stay on the Job invoice tab.

   You can also open the customer and go to their Invoices tab.

2. Find the paid invoice. At the end of its row, click ⋮, then click Refund.

   The Refund of invoice window opens. It shows the job number, the Status and the Total paid.

3. Choose the Payment mode you’re paying back with, for example Cash.

4. In the Refund amount box of each service or part, type how much you’re giving back for it.

   Each amount must be more than zero and no more than that line’s total. The totals at the bottom show the refund as minus amounts.

5. Click Proceed.

   You see “Refund recorded”. The new refund invoice opens.

On a phone

1. Tap More › Sales › Billing › Invoices.

2. Find the paid invoice and tap its ⋮. Then tap Refund.

3. Choose the Payment mode.

4. Type the Refund amount for each service or part you’re refunding.

5. Tap Proceed.

Phone

Done!

You now have a refund invoice with the status Refund. The amount paid on the job goes down by the refund, and the customer’s ledger shows a credit note.

Good to know

• The refund gets its own invoice number. It takes the next number in your job invoice series. That’s why your invoice numbers may seem to skip one. See Invoice numbers jumped or are shared between sales and jobs.
• You can’t refund more than was paid. If you try, you see “Refund can’t be more than the amount received” and Proceed stays greyed out. If nothing was paid yet, the window says “No payments yet, so there’s nothing to refund.”
• Stock doesn’t come back. Refunding a part doesn’t add it back to your stock. Adjust the stock yourself if the part returns to your shelf.
• The job’s payment status can change. For example, a Paid job becomes Partially paid. See What each payment status means.
• Commission. If you pay staff commission and chose Refund commission, their commission for that job goes down too. See Pay staff commission on jobs and sales.