Refunds, Voids, Deposits and Unpaid Sales

Overview

Refund and Void both undo a sale, but in very different ways. Void is a full, same-transaction "undo," meant for the same day the first payment was taken. Refund keeps the original sale on record as Completed and only reverses the specific items chosen — any time, including well after the sale.

Void vs. Refund

• Void reverses everything the sale did in one step: it reverses the sale's effect on the cash register, restores product stock, cancels any memberships sold, deactivates any gift cards sold, restores gift card balances that were spent as payment, reverses loyalty points earned, and puts any linked bookings back to Confirmed. It's meant for the same day the first payment was taken — once a day has passed, use Refund instead. A deposit payment on the sale is preserved even if the rest of the sale is voided.

• Refund keeps the original sale on record as Completed and only reverses the specific items chosen. Critically, the refunded amount is recorded as a business expense, filed automatically under the "Sale Refund" category — not as negative revenue. That means a refund shows up in Expenses, while the original sale's revenue figure is untouched (unless separately accounted for). When handing the customer cash back, make sure that refund expense is paid with the Cash payment method, so it's also reflected in the Cash Register balance.

• : Sale status — Void: Fully undone, as if it never happened — Refund: Stays Completed on record

• : Typical timing — Void: Same day as the first payment — Refund: Any time — including well after the sale

• : Cash register — Void: Reversed automatically — Refund: Not reversed automatically — booked as an expense instead

• : Product stock — Void: Fully restored — Refund: Restored only for the refunded items

• : Gift cards sold — Void: Deactivated — Refund: Not affected, unless the gift card itself is the refunded item

• : Gift cards used as payment — Void: Balance restored — Refund: Not restored

• : Loyalty points — Void: Fully reversed — Refund: Proportionally reversed for the refunded portion

• : Memberships sold — Void: Cancelled — Refund: Not affected, unless the membership itself is refunded

• : Reason required — Void: No — Refund: Yes

Refunding a sale

1. Open the sale in Sale Details and tap Refund Sale.

2. Choose Refund Item to pick specific services, packages, memberships, or products to give back — each shows its refundable price, already net of any discount applied at sale time. Or switch to Refund Amount to refund an arbitrary amount, capped at the maximum still refundable on that sale.

3. Pick a Reason for refund (Customer Request, Service Unsatisfactory, Product Defect, Appointment Canceled, Accidental Charge, Incorrect Amount, Item Not Available, Other) and optionally add notes.

4. Tap Issue Refund.

Refunded items are tracked individually, so the same service or product can't be accidentally refunded twice, and partial refunds are supported — refund some items now, the rest later. The sale keeps a running "amount refunded" total that reduces how much can still be refunded, and any product stock, memberships, or loyalty points tied to the refunded items are reversed automatically.

Voiding a sale

Open the sale in Sale Details and tap Void Sale. Void asks for confirmation but, unlike Refund, doesn't require a reason.

Notes & limitations

Once a day has passed since the first payment, Void is no longer available — use Refund instead. Refunds and voids are recorded in the sale's activity log for audit.