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Refund a payment

Posted
Updated
ByThe Wax Stak Team

By the end of this article you will be able to give money back on an invoice and have the books, the invoice and the payments list all agree about it.

A refund is its own record. The original payment is never edited: the app adds a Refund row for the amount you handed back, with the reason you gave, and the rest of the invoice is left exactly as it was.

Refund cash or a check

  1. Open the invoice from Billing › Invoices and scroll to Payment Records.
  2. On a payment whose Method is Cash or Check and whose Status is Captured, click Refund.
  3. The dialog reads “This payment recorded $…” and starts with the full amount in Amount. Leave it for a full refund, or lower it for a partial one. It cannot be more than the payment, and if part of this payment was already refunded, the app refuses anything over what is left and tells you the figure.
  4. Enter the Reason for the refund. It is required, and it stays with the record.
  5. Click Refund. You see “$… refund recorded”.

The refund appears as a negative line under Payment Records and as a Refund row on Billing › Payments › Transactions. Nothing is charged or transferred — you hand the customer the cash, the app writes it down.

What stays the same

  • The invoice stays Paid. A refund never un-pays an invoice. The customer settled the bill; you then chose to return some of it. Turning it back into an open balance would start chasing them for money you gave back on purpose. If what you really mean is “we billed too much”, that is a credit memo, not a refund.
  • The original payment stays Captured. The refund is the second line, not a change to the first.

Card payments

Refunding a card payment is not available in the web app today. The Refund button only appears on cash and check rows. For a card payment that has to go back, write to support@waxstak.com with the invoice number and the amount.

Good to know

  • A refunded cash payment and your drawer. Cash you hand back leaves the drawer, so it shows as a negative line when you next record a bank deposit — the total on the slip is what is left after the refund, which is what the bank will count.
  • Deposits are card payments, so the same applies to them. A deposit on a job that was cancelled does not need refunding to be useful: it sits as unapplied money, and the Apply button on its Transactions row puts it against another of the customer’s invoices.
  • Who. Refunding needs billing edit access — the Admin and Accounting roles.

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