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Void or refund customer payments in QuickBooks Online

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 transaction. Learn more about processing times here. 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 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 the Sales menu and select the All Sales tab.
  2. Go to the sales receipt you want to void the payment for, then select ▼ dropdown in Action column.
  3. Select Void.
  4. Select Yes on message pop-up.
  5. The transaction is successfully voided, you can 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.
  2. Select the invoice you want to void the payment for.
  3. Select Void option from the ▼ dropdown in Action column.
  4. Select Yes.
  5. The transaction is successfully voided, you can the Status as Voided.

You can print a voided invoice by selecting Print.

Refund a customer payment

There are a few ways to give 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 180 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 Bank.
  5. In Refund from, select which payment method and account you wish to refund the customer from.
  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 your customer already paid for.

  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 info from the original sale.
  5. Select which payment method and account you wish to refund the customer from.
  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 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 Save and close.

You can now send or print the refund receipt.

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