Could you please guide me on how to process a partial refund for an invoice that has already been paid?

To issue a partial refund in QuickBooks, you'll follow different steps depending on whether you're using QuickBooks Online or QuickBooks Desktop. I'll provide the instructions for both versions, nicholas.

To start, if you're using QuickBooks Online, you can follow these steps:
 

1. Go to the + New button.
2. Select Refund receipt.
3. Click the customer who is receiving the refund.
4. Fill in the necessary details, including the date of the refund and the refund payment method.
5. Under the Product/Service column, enter the partially refunded items and adjust the quantity or rate to reflect the partial amount.
6. Save and close the refund receipt.

Moreover, to record the refund, please be guided by the steps below:

1. Go to Sales from the left-hand navigation menu.
2. Select Customers at the top.
3. Find and tap the customer's name.
4. Locate the Refund Receipt and ensure that it reflects correctly.

Finally, if you're using QuickBooks Desktop, here's the guide you can follow:
 

1. Open QuickBooks Desktop and log in to your company file.
2. Go to the Customers menu and select Create Credit Memos/Refunds.
3. Choose the customer who is getting the partial refund.
4. Enter the items or services that are partially refunded and adjust the quantities or amounts as needed.
5. Save the credit memo.

After that, proceed with issuing the refund:
 

1. A popup will appear asking if you want to issue a refund or retain as available credit.
2. If issuing the refund, select Give a refund.
3. Select the refund method (e.g., check or credit card).
4. Fill in any additional necessary information and process the refund.
5. Save and close.

To learn more about the refund process, refer to this article: Void or refund customer payments in QuickBooks Online. You can use it as a guide.

Additionally, here's an article you can use to learn how to send statements to show customers summaries of their invoices, payments, credits, and balances: Create and send customer statements in QuickBooks Online.

Always double-check refund details before issuing them to avoid discrepancies. For any questions about a partial refund or other matters, please let us know in the comment section below.

It looks like there's no Refund Receipt anymore. Can you show me how to do a partial refund BY CHECK? Thanks.

Yes, Julie. I can assist you in creating a partial refund using a check. Let’s go through the process together.

Before doing so, the refund receipt can still be accessed in QuickBooks. Simply click the +Create button, and you will find the refund receipt under the Customers menu.

To start, if you received an overpayment for the invoice, you need to use the Accounts Receivable account when issuing a check. Then, create a payment and select the check recorded and the existing credits.

1. Open your QBO account, then select Check from the Create icon.
2. Pick the customer's name under the Payee section.
3. Under Category select Accounts Receivable, then enter the overpaid amount.
4. Save the check

Once done, follow these steps to link the check and the unapplied amount.

1. Open your customer's transaction list.
2. Click on the drop-down arrow under New transaction and choose Payment. 
3. On the Receive Payment window, select the check under the Outstanding Transactions section and the Unapplied Payment under the Credits.
4. Click Record and close.

However, if you want to refund individual items or services, you can create a credit memo first to record the credit on the customer's account.

Here's how:

1. Locate the paid invoice you want to refund.
2. Select More actions, then select Create a credit memo.
3. Make sure the Customer field is correct. (It should be pre-filled.)
4. Enter the Credit Memo Date.
5. The Product/Service, Amount, and Tax will be automatically added from the original transaction. Adjust them if necessary.
6. Click Save and close.
   
   
   

Next, create a Check to record the money you are refunding to the customer. You can follow the steps above to create a check and choose AR account.

Then, link the credit memo and the check to show the credit has been refunded.

1. Select + Create and choose Receive payment.
2. From the Customer ▼ dropdown, select the same customer.
3. Fill in the Payment method and Deposit to fields.
4. In the Outstanding Transaction section, select the checkbox for the Check you created.
5. Make sure the balance is $0, as the credit memo and check will cancel each other out.
6. Click Save and close.

For further guidance about the process, see this link: Refund your customer for a paid invoice in QuickBooks Online.

Let me know in the comments below if you have other concerns about creating refund transactions in QBO. I'll be glad to help. 

Hello, we can't follow your instructions because the when we write a refund receipt check I can't chose it in the screen. It doesn't show up in the client payment section. But it shows up in the check register. We think there is a step missing.

I also can't upload documents because it says that we must be signed in to add attachments, but I am signed in. And I submitted this message yesterday but it's not populating because it says that there was an ‘error mismatch’ or something. I am trying from another browser.

We appreciate your efforts in reaching out to us in the QuickBooks Community, Julie.

Referencing the image you shared, it seems that you created a refund receipt. Please note that refund receipts will not show in the Receive Payment window as these transaction is meant for recording money going out. Instead, you can find it by checking your Customer profile under the Transaction List or your account register.  

Now, what my colleague provided above is to create a Check transaction, which is the reason it’s showing in the Receive Payment window.

For more guidance on processing refunds, explore these resources for step-by-step guidance. These guides provide detailed instructions on the appropriate refund process for different situations:

• Refund your customer for an item or service in QuickBooks Online
• Refund your customer for a paid invoice in QuickBooks Online

As for the mismatch error you encountered, it can be caused by cached files in your browser, which occasionally lead to issues. To fix this, consider opening the platform in a private or incognito window.

Alternatively, using a different browser, as you’ve already done, can also help create a fresh session. Keep these options in mind for future reference, as they can be helpful whenever similar errors arise.  

Feel free to leave a comment below if you have further questions about processing refunds.