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 issue a refund, 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.
Refund from the Transaction List if you can't quite find the customer's profile. The Transaction List has great filtering and sorting options to organize your business's transaction history.
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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.
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Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to print and/or email a receipt, and then select Continue.
If you selected Print Receipt, you'll be able to print a copy.
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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.
Note
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Refund.
If you selected Print Receipt, you'll be able to print a copy.
Refund your customers directly from 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.
Note
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to print and/or email a receipt, and then select Continue.
If you selected Print Receipt, you'll be able to print a copy.
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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.
Note
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Refund.
If you selected Print Receipt, you'll be able to print a copy.
Refund a customer directly from their appointment history.
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Go to Customers and select the customer's profile.
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Select the Appointments tab. The customer's appointment history will be displayed.
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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.
Note
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Refund.
If you selected Print Receipt, you'll be able to print a copy.
You can refund customers directly from 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.
Note
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to print and/or email a receipt, and then select Continue.
If you selected Print Receipt, you'll be able to print a copy.
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Go to the Checkout screen and select the customer's profile.
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Select Refund. 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.
Note
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Refund.
If you selected Print Receipt, you'll be able to print a copy.
The dedicated refund page. The most basic way to refund a customer.
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Go to → .
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Select the customer's profile to display 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.
Note
Your refund summary will update with the amount you entered.
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Enter a reason for the refund, select whether to print and/or email a receipt, and then select Continue.
If you selected Print Receipt, you'll be able to print a copy.
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Hover over Checkout, then select Refund Customer.
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Select the customer's profile. The customer's transaction history will be displayed.
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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.
Note
The refund method fields will update with the amount you entered.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Refund.
If you selected Print Receipt, you'll be able to print a copy.
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