QuickBooks HelpQuickBooksHelpIntuit

Void or refund customer payments in QuickBooks Online

SOLVEDby QuickBooks113Updated 4 weeks ago

Learn how to void or refund payments you process through QuickBooks Online.

If you have QuickBooks Payments, you can take and process customer credit card payments in QuickBooks Online. Sometimes you may need to void or refund payments. Here's how to void or refund a payment transaction in QuickBooks Online so everything is processed and your accounting stays accurate. We'll also show you how to give partial refunds.

When you can void or refund a transaction

  • Payment transactions batch at 3:00 PM PT every business day. If the payment transaction hasn’t batched, you can void the transactionLearn more about processing times. If you are able to void the transaction prior to the payment processing, you will avoid a fee.
  • If the payment transaction has already batched, you will need to give your customer a refund. You can refund the whole amount or refund specific products, services or fees. Also, keep in mind that there are fees for refunding payment transactions.

Note: If you are signed up for Instant Funding and apply it to a transaction, the payment is automatically considered batched.

Void a sales receipt paid by credit card

  1. Go to Sales and select All sales (Take me there).
  2. Select the sales receipt for which you want to void the payment for.
  3. Select the Void option from the dropdown▼ in Action column.
  4. Select Void on the message pop-up.
  5. The transaction is now voided, and you will see the Status as Voided.

You can print a voided sales receipt by selecting Print.

Void an invoice paid by credit card

  1. Go to Sales and select Invoices (Take me there).
  2. Select the invoice for which you want to void the payment for.
  3. Select the Void option from the dropdown▼ in Action column.
  4. Select Void on the message pop-up.
  5. The transaction is now voided, and you will see the Status as Voided.

You can print a voided invoice by selecting Print.

Refund a customer's payment

There are a few ways you can issue refunds in QuickBooks Online. Follow the steps based on how you processed the transaction.

Refunding credit card payments

Credit cards refunds have a few requirements:

  • Credit card refunds can only go back to the original card used for the purchase. You may need to contact your customer to get this info.
  • You can refund up to the amount of the original sale, but not more.
  • You can only issue credit card refunds within 90 days of the sale.

Refund a credit card payment for a sales receipt

  1. Select + New.
  2. Select Refund receipt.
  3. Select the customer you want to refund from the Customer ▼ dropdown.
  4. Enter the details in the fields using the same info from the original sale. To credit back their credit card, in Payment method, select Credit card. To credit back their bank account, in Payment method, select Direct Debit.
  5. In Refund From, select the account from which you wish to refund the customer.
  6. Select Save and close.

You can now send or print the refund receipt by selecting Print.

Refund a credit card payment for a paid invoice

Here's how to refund an invoice that your customer has already paid.

  1. Select + New.
  2. Select Refund receipt.
  3. Select the customer you want to refund from the Customer ▼ dropdown.
  4. Enter the details in the fields using the same info from the original sale.
  5. Select the payment method and the account from which you wish to refund the customer.
  6. Select Save and close.

You can now send or print the refund receipt.

Give a partial refund

  1. Select + New.
  2. Select Refund receipt.
  3. Select the customer you want to refund from the Customer ▼ dropdown.
  4. Enter the details in the fields using the same info from the original sale. Note: If you want to give a partial refund, only add the items or amount you want to refund.
  5. Select the payment method and the account from which you wish to partially refund the customer.
  6. Select Save and close.

You can now send or print the refund receipt.

We're here to help
If you have questions about invoices or need help creating, customising or importing them, let us know. Sign in to QuickBooks start a discussion with a qualified QuickBooks Online expert in our community.

Was this helpful?

You must sign in to vote, reply, or post
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this