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How do I refund in FreshBooks?

If you need to process refunds inside FreshBooks, you will need to process the refund through your payment gateway (FreshBooks Payments or Stripe) first, then update it in your account.

Note: If you are refunding through FreshBooks Payments (WePay) specifically, the refund will automatically apply to the invoice as well – like magic!

Process the Refund

FreshBooks Payments/WePay

  1. Log into your WePay dashboard here
  2. Click on the transaction you want to refund
  3. Click on the Issue Refund button
  4. Click on the Confirm button.

 

Stripe

Follow the steps outlined by Stripe here.

 

Edit or Delete Payment Inside Your Account

    1. Go to the Invoices tab and click on the Payments sub-tab
    2. If you refunded the entire amount, you can delete the payment entirely (check the box off and click Delete Forever)
    3. If you refunded the ENTIRE amount, but you want a record of the refund, you can click edit next to the payment, and zero it out. Feel free to include a note in the Notes box, then click on Save
    4. If you refunded a PARTIAL amount, click edit next to the payment, and update the amount (after partial refund). Feel free to include a note in the Notes box, then click on Save.

Payment details with edits made in the Notes field.

  1. After changing the payment details, go to the Invoices tab and edit the invoice. Add a negative line item called Refund (or something similar). Click Save

Negative line item on an invoice.

Delete the Invoice (for Full Refunds)

You can either use step 5 above to add a negative line item that zeroes out the entire Invoice (if you want to keep a copy of the Invoice on hand). Otherwise, you can delete the Invoice itself with these steps:

  1. Go to the Invoices tab
  2. Check off the box next to the Invoice
  3. Click the Delete. This removes the amount from your accounts receivable as well.