Customer satisfaction is important for running your business. If your customer isn't quite satisfied with their package or wants to refund a visit, you can easily refund them from the web or Vagaro Pro app. Want to learn about the basics of refunding customers? See here.
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.
You can refund a package directly from a customer's profile, and while refunding, you can deactivate their package as well.
To refund a package:
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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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Use the Search box to find the package 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.
You have successfully refunded the package. If you cancelled the package, the package's status will change to cancelled in the customer's profile. You can reactivate the package at a later date if needed.
To refund a package:
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Go to Customers and select the customer's profile.
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Select the Package tab.
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For the package to be refunded, select the Action
menu, then Refund Package. This will bring you to the refund screen.
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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.
Tip
Select the Refund Amount box, and then select Full Price to fully refund the package's original price.
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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 have successfully refunded the package. If you cancelled the package, the package's status will change to cancelled in the customer's profile. You can reactivate the package at a later date if needed.
If a customer wants to refund their package visit, not the package, they can do so from the customer's profile. Keep in mind that you can't refund a package visit in the Vagaro Pro app on the phone.
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Go to → .
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Run the report:
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Set the transaction date for the report under Transactions From-To.
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Optionally, select the Customer.
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Select Run Report.
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Select the Pkg header to sort by package visit purchases.
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Expand the Action menu, then select Refund to go to the refund screen.
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Select the box under PACKAGE REFUND to open the Refund Summary popup.
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Select Confirm.
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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.
The system refunded the package visit. You can view the customer's remaining visits from their customer profile.
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