Processing refunds is inevitable in a service-based industry. However, issuing a refund to a gift card can encourage the customer to return and make a future purchase.
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.
Tip
You can view all refunded transactions from the Transaction List.
Prerequisites: This feature is available for all Vagaro businesses.
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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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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 and/or email a receipt, and then select Continue.
Note
If the customer already has a gift card on file, you can refund the amount to that gift card. The popup will not display if the customer doesn't have any gift cards.
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Select Add To Existing to add the refund to an existing gift card.
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Select Add New and follow the steps below to create a new gift card.
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Enter a Gift Card # in one of the following ways:
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Digital Gift Cards: Enter a Gift Card # or select Auto Generate to create a random number.
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Physical Gift Cards: Enter your physical gift card's code or use your phone to scan it.
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Set an expiration date for the gift card.
Important
Check your state’s regulations for gift cards and certificates for information on expiration.
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Select Submit to finalize.
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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.
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Enter the Reason for Refund, select whether to print or email the receipt, and then select Next.
Note
If the customer already has a gift card on file, you can refund the amount to that gift card. The popup will not display if the customer doesn't have any gift cards.
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Select Add Existing to add the refund to an existing gift card.
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Select Add New and follow the steps below to create a new gift card.
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Enter a Gift Card No:
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Digital Gift Cards: Manually enter a Gift Card Number or select Auto Generate to create a random number.
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Physical Gift Cards: Select the Gift Card Number box, then scan or manually enter your physical gift card code.
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Set an expiration date for the gift card.
Important
Check your state’s regulations for information about expiration dates on gift cards and certificates.
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Select Submit to finalize.
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