Refund a deposit and close an invoice in QuickBooks Online

If a customer gave you a deposit for an invoice but changed their mind and backed out of the transaction, you can reverse the deposit by giving the customer a refund and applying a credit.

The steps vary depending on whether you use QuickBooks Online or QuickBooks Payments to process the deposit.

In QuickBooks Online

To refund a deposit in QuickBooks Online, create a credit memo, create a check to refund the deposit, and then record the payment.

Step 1: Create a credit memo

1. Select + New.
2. Select Credit Memo.
3. Select the name of the Customer on your invoice.
4. Enter the total of the invoice, including the deposit, in the Amount field.
5. Select Save.

Step 2: Create a check to refund the deposit

1. Select + New.
2. Select Check.
3. Select the customer in the Payee field.
4. Under Category details, in Category dropdown, select Accounts Receivable.
5. Enter the amount of the deposit received in the Amount field.
6. Select Save and close.

Step 3: Record a payment

1. Select + New.
2. Select Receive Payment.
3. Select the name of the Customer on your invoice.
4. Make sure that the total credits equal the credit memo and invoice listed under Outstanding Transactions.
5. Select the checkboxes for the credit memo and invoice in the Outstanding Transactions section.
6. Select Save and close.

In QuickBooks Payments

To refund a deposit you processed using QuickBooks Payments, create a credit memo, refund the customer's credit card, and then apply the credit memo to the outstanding invoice.

Step 1: Create a credit memo

1. Select + New.
2. Select Credit Memo.
3. Select the name of the Customer on your invoice.
4. Verify that the Amount field reflects the open balance of the invoice, less the amount of the deposit.
5. Select Save and close.

Step 2: Refund the customer's credit card

1. Select + New.
2. Select Refund Receipt.
3. From the Refund method dropdown list, select the customer's credit card type.
4. Complete the fields on the Refund Receipt, using one product/service item.
5. Enter the amount of the deposit received in the Amount field.
6. Select Save and Close.

Step 3: Apply the credit memo

1. Select + New.
2. Select Receive Payment.
3. Select the name of the Customer on your invoice.
4. Verify that the credit memo appears in the Credits section, and that the invoice appears in the Outstanding Transactions section.
5. Make sure that the total credits equal the credit memo and invoice listed under Outstanding Transactions.
6. Select both of the transactions.
7. Select Save and close.