In running a business, it's important to keep customers happy. Sometimes, this means giving a refund to satisfy customers, and that's alright. Using Vagaro, it's simple to refund customers in different ways throughout the software. This guide focuses on basic refunds. For help with more complex refunds, see issue a gift card as a refund, product returns, membership refunds, or package and package visit refunds.
Before you refund a purchase, keep in mind the following:
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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.
Prerequisites: This feature is available for all Vagaro businesses.
Run the Transaction List report to find a specific sale transaction or if you can't find the customer's profile. You'll be able to filter and sort the search results to narrow them down.
To refund a customer by running the Transaction List report:
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Go to → → → .
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Filter and run the report to help find the transaction.
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Swipe left on the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer by running the Transaction List report:
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Go to → → .
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Filter and run the report to help find the transaction.
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Hover over the transaction to be refunded, then select Refund.
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
You can also refund customers directly on the Checkout screen.
To refund a customer on the Checkout screen:
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Go to the Checkout screen and select the customer's profile.
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Scroll down to the bottom of the screen, then select Refund. The customer's transaction history will be displayed.
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Select the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer on the Checkout screen:
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Go to the Checkout screen and select the customer's profile.
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Select Refund in the top-right corner. The customer's transaction history will be displayed.
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Find the transaction the customer wants to refund, then select Refund next to that transaction.
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
The Refund screen is a straightforward way to refund a customer.
To refund a customer on the Refund screen:
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Go to → .
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Select the customer's profile to refund.
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Select the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer on the Refund screen:
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Hover over Checkout, then select Refund Customer.
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Search for and select the customer to refund.
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Next to the transaction to be refunded, select Refund
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
You can select a transaction directly in a customer's profile to refund them.
To refund a customer in their customer profile:
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Go to Customers and select the customer's profile.
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Scroll to the bottom of the screen, then select Refund to open the customer's transaction history.
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Select the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer in their customer profile:
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Go to Customers and select the customer's profile.
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Select Refund in the top-right corner.
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Find the transaction to be refunded, then select Refund.
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
View a customer's appointment history in their customer profile to find a specific transaction to refund.
To refund a customer from their appointment history in their customer profile:
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Go to Customers and select the customer's profile.
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Select the Appointments tab to display the customer's appointment history.
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Select the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer from their appointment history in their customer profile:
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Go to Customers and select the customer's profile.
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Select the Appointments tab to display the customer's appointment history.
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Select the Action menu next to the appointment to be refunded, then select Refund.
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
You can refund a customer by selecting any of their appointments on the calendar, which will open their customer profile.
To refund a customer from the Calendar:
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On the Calendar, select the customer's appointment, then select the customer's name.
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Scroll to the bottom of the screen, then select Refund to open the customer's transaction history.
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Select the transaction to be refunded, then select Refund.
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Select Refund under the item.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Submit.
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Review the Refund Summary, then select Refund.
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
To refund a customer from the Calendar:
To refund a customer from the Calendar:
To refund a customer from the Calendar:
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On the Calendar, select the customer's appointment, then select the customer's name.
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Select Refund in the top-right corner.
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Find the transaction to be refunded, then select Refund.
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Select the customer's preferred refund method. Unavailable methods are grayed out.
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Enter the full or partial Refund Amount. Optionally, if a tip was included, you can enter the Tip refund.
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Select Next or Confirm.
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Optionally, split a refund between two payment methods, such as cash and a gift card, and then select Confirm.
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to Email Receipt or Print Receipt, then select Refund.
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