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Refund a deposit in QuickBooks
Learn how to refund a deposit entered in QuickBooks Online or processed with QuickBooks Payments.
To issue a refund directly in QuickBooks, check out QuickBooks Payments rates and apply.
If a customer paid a deposit for an invoice but later changed their mind and canceled the transaction, you can return the deposit. You can do this 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.
Not processed with QuickBooks Payments
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
Select + Create.
Select Credit Memo.
Select the name of the Customer on your invoice.
Enter the total of the invoice, including the deposit, in the Amount field.
Select Save.
Step 2: Create a check to refund the deposit
Select + Create.
Select Check.
Select the customer in the Payee field.
Under Category details, in Category dropdown, select Accounts Receivable.
Enter the amount of the deposit received in the Amount field.
Select Save and close.
Step 3: Record a payment
Select + Create.
Select Receive Payment.
Select the name of the Customer on your invoice.
Make sure that the total credits equal the credit memo and invoice listed under Outstanding Transactions.
Select the checkboxes for the credit memo and invoice in the Outstanding Transactions section.
Select Save and close.
Processed with QuickBooks Payments
To refund a deposit you processed using QuickBooks Payments, create a credit memo. Then refund the customer's credit card, and then apply the credit memo to the outstanding invoice.
Step 1: Create a credit memo
Select + Create.
Select Credit Memo.
Select the name of the Customer on your invoice.
Verify that the Amount field reflects the open balance of the invoice, less the amount of the deposit.
Select Save and close.
Step 2: Refund the customer's credit card
Select + Create.
Select Refund Receipt.
From the Refund method dropdown list, select the customer's credit card type.
Complete the fields on the Refund Receipt, using one product/service item.
Enter the amount of the deposit received in the Amount field.
Select Save and Close.
Step 3: Apply the credit memo
Select + Create.
Select Receive Payment.
Select the name of the Customer on your invoice.
Verify that the credit memo appears in the Credits section, and that the invoice appears in the Outstanding Transactions section.
Make sure that the total credits equal the credit memo and invoice listed under Outstanding Transactions.
Select both of the transactions.
Select Save and close.
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