Prepaid appointments and deposits can be manually refunded from a customer's profile. Refunded appointments are removed from your Calendar.
If you prefer to process refunds automatically, You can also set up automatic refunds to allow customers to cancel their own appointments.
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You can't undo a refund once processed.
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You can't refund credit/debit transactions 120 days (four months) after the purchase date.
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You can't refund to a different card.
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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.
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Vagaro currently can't refund Interac transactions.
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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.
Note
If you already completed the appointment, see Refund Your Customers.
Prerequisites: This feature is available for all Vagaro businesses.
First, you will need to go to the customer's profile and change the appointment's status.
To cancel, remove, or deny an appointment from a customer's profile:
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Go to Customers and select a customer.
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Select the Appointments tab.
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Select the appointment you want to refund. Select the Filter
button in the top-right corner to narrow down the results.
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In the top-right corner, select the More
menu.
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Select Change Status, then choose Cancel, Deny, or Delete.
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In the Refund Appointment popup, select Refund.
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Continue with Refund the Appointment.
To cancel, remove, or deny an appointment from a customer's profile:
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Go to Customers and select a customer.
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Select the Appointments tab.
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Select the More
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Choose Cancel, Denied, or Delete from the menu.
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Continue with Refund the Appointment.
Then, after changing the status, you can refund the appointment.
Appointments paid by credit cards may up to five business days to post on the customer's bank statement. If a customer uses a package or membership to pay for an appointment, only that visit will be refunded. Service providers will get a notification about customer cancellations depending on their notification settings.
To refund an appointment from the Vagaro Pro app:
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Under the transaction details, select Refund.
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If applicable, change the Refund Amount, then select Next.
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Enter how you want to distribute the refund, then select Submit.
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Select Refund to finalize.
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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 an appointment from the web version of Vagaro:
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Select a box under the preferred refund option (i.e., cash, credit, or gift card).
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A Refund Summary popup will be displayed. Enter the desired Refund Amount, then select Next.
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Optionally, you can change the distribution of the refund amount. Select Confirm to continue.
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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.
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