Refund Prepaid Appointments or Deposits From the Calendar

This article will cover how you can refund prepaid appointments and deposits directly from the Calendar.

Prefer to process refunds automatically? You can also set up automatic refunds for when customers cancel their appointments on their own.

You can't undo a refund once processed.
You can't refund credit/debit transactions 120 days (four months) after the purchase date.
You can't refund to a different card.
You can't issue multiple refunds for the same item. For instance, if you issued a partial refund for a service, you can't issue a full refund at a later time.
Vagaro currently can't refund Interac transactions.
For Xero and Quickbooks users, refunding a gift card, package, or membership won't be added to your Quickbooks or Xero reports since they are considered virtual money.

Prerequisites: This feature is available for all Vagaro businesses.

We will cover the steps for refunding an appointment that hasn't been completed yet. If you completed the appointment, see Refund Your Customers.

Refunding Prepaid Appointments

You can select prepaid appointments on the calendar, set them to a status of Cancel, Delete, or Deny and manually refund the prepaid amount.

Appointments and classes with the 100% Prepaid Appointment , Deposit , Paid by Membership , and Paid by Package icons have been fully or partially paid for.
If a customer purchased their appointment with a package, you can only refund the visit.
If a customer uses a membership to pay for an appointment, the visit can only be refunded with cash or gift card.
To view a report of refunded appointments, simply access the Transaction List report and select Show Refunded Items Only in the Advanced Filters menu.
Credit card refunds may take three to five business days to post on the customer's bank statement.

To refund a prepaid appointment on the Vagaro Pro app:

Go to the Calendar and select a prepaid appointment.
Select Change Status, then Deny, Cancel, or Delete.
Note

If you choose to cancel the appointment, you will need to notify your customer of the cancellation.
1. Enter a Message to Customer and choose to Add to Cancellation History.
2. Select Cancel Appointment.
A Refund Appointment popup will be displayed. If you want to refund this appointment, select Refund.
Under the transaction details, select Refund.
If applicable, change the Refund Amount, then select Next.
Enter how you want to distribute the refund, then select Submit.
Select Refund to finalize.
Enter the reason for the refund. You can also email or print a copy of the receipt. Select Continue when you're finished.

A Refund Completed popup will be displayed when the system processes the refund.

To refund a prepaid appointment on the web version of Vagaro:

Go to the Calendar and select a prepaid appointment (indicated with the $ or icon).
Select Delete or hover over Change Status, then select Deny or Cancel.
A refund popup will be displayed. If you want to refund this appointment, select Refund.
Select a box under the preferred refund option (i.e., cash, credit, or gift certificate).
A Refund Summary popup will be displayed. Enter the desired Refund Amount, then select Next.
Optionally, you can change the distribution of the refund amount. Select Confirm to continue.
Enter the reason for the refund, choose to email or print a copy of the refund receipt, and then select Refund.

You have refunded the appointment. The system will remove the appointment from your Calendar.