Issue a Gift Card as a Refund – Vagaro Support

Processing refunds is inevitable in a service-based industry. Depending on your business's refund policy, you can refund the amount back to the original payment type, or you can issue a refund to a new or existing gift card, which will encourage the customer to return and make a purchase.

Important

If you create a new gift card, check your state’s gift card regulations for information on expiry dates.

The most common screen to use to process a refund is the Transaction List report.

Before you refund a purchase, keep the following in mind:

You can't undo a refund once processed.
We do not recommend refunding 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.

On a Phone

To refund a purchase to a gift card in the Transaction List:

Select More → Reports → Transaction List.

The system automatically runs the report for today's transactions.
Filter and run the report to help find the transaction.
Swipe left on the transaction to be refunded, then select Refund.
Select Refund under the item.
Enter the full or partial Refund Amount and the Tip amount to refund, if applicable, then select Next.
In How would you like to distribute the refund, enter a Gift Card Amount, then select Submit.
Review the Refund Summary, then select Refund.
Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
If the customer already has a gift card on file, select which card to issue the refund to:
- Add to Existing: Select the gift card to add the amount to.
- Create New: Add a new gift card with the refund amount.
Select Submit.

On a Computer, Tablet, Pay Desk, or PayPro

To refund a purchase to a gift card in the Transaction List:

Select Reports → Transaction List.

The system automatically runs the report for today's transactions.
Filter and run the report to find the transaction.
Hover over the transaction to be refunded, then select Refund.
Select the customer's preferred refund method. Unavailable methods are grayed out.
Enter the full or partial Refund Amount and the Tip amount to refund, if applicable, then select Next or Confirm.
Optionally, split the refund between two payment methods, such as cash and a gift card, and then select Confirm.
Enter the Reason for Refund, select whether to Print Receipt or Email Receipt, then select Next.
If the customer already has a gift card on file, select which card to issue the refund to:
- Add to Existing: Select the gift card to add the amount to.
- Add New: Add a new gift card with the refund amount.
Select Submit.