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 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.
To refund a purchase to a gift card in the Transaction List:
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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 and the Tip amount to refund, if applicable, then select Next.
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In How would you like to distribute the refund, enter a Gift Card Amount, then select Submit.
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Review the Refund Summary, then select Refund.
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Enter a reason for the refund, select whether to Print Receipt or Email Receipt, then select Continue.
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If the customer already has a gift card on file, select which card to issue the refund to:
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Add to Existing: Select the gift card to add the amount to.
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Create New: Add a new gift card with the refund amount.
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Select Submit.
To refund a purchase to a gift card in the Transaction List:
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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 and the Tip amount to refund, if applicable, then select Next or Confirm.
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Optionally, split the refund between two payment methods, such as cash and a gift card, and then select Confirm.
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Enter the Reason for Refund, select whether to Print Receipt or Email Receipt, then select Next.
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If the customer already has a gift card on file, select which card to issue the refund to:
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Add to Existing: Select the gift card to add the amount to.
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Add New: Add a new gift card with the refund amount.
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Select Submit.
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