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How to issue refunds
How to issue refunds

Learn how to easily issue refunds to your customers who paid using Workiz Pay.

Updated over a week ago

In this article, you will learn how to issue refunds to your customers who paid for a job, invoice, or estimate.

Refunding online payments

Refunding online payments (e.g., credit cards, ACH) using Workiz Pay can be done in just a few clicks.

Note: Issuing a refund for online payments is only available for payments made within the last 60 days.

Before proceeding, first determine whether or not the online payment you collected is connected to a specific job ID in Workiz.

Refunding online payments linked to jobs

When refunding online payments linked to jobs, you will have the option to issue a full or partial refund.

  1. Open the job you want to issue a refund for and select the Payments tab

  2. Next to the payment you want to refund, select the refund icon

  3. Complete the Issue a refund fields:

    1. Refund options: Choose the type of refund you want to issue (full or partial)

    2. Reason (optional): Enter a brief reason for the refund

    3. Receipt: Choose whether you want to automatically send your client a receipt of the refund

    4. Select Refund payment

After issuing a refund, the refunded payment will be listed accordingly under the Payments tab on a job page. You will have the option to send a receipt of the refund via email to an address of your choice.

Refunding online payments not linked to jobs

Note: When issuing a refund for payments not linked to jobs (e.g., standalone estimates or invoices), you will only have the option to issue a full refund.

  1. Open the invoice or estimate that you want to issue a refund for

  2. Next to the payment you want to refund, select the Delete icon > Confirm

  3. Select Refund card

After issuing the refund, the refunded payment will be listed accordingly under the Payments section of an invoice or estimate page. You will have the option to send a receipt of the refund via email to an address of your choice.

Refunding offline payments

If you collected an offline payment (e.g., cash, check, credit), you can log a refund in several different ways depending on whether you want to keep a record of the original payment and refund:

  • Deleting the payment

    Deleting a payment will remove it from the payment history altogether. There will be no record of the original payment being made. You will not be able to send a receipt to your client.

  • Adding a negative offline credit with a confirmation of "Refund"

    Adding a negative credit will allow you to keep a log of the refunded payment. You can enter "Refund" in the confirmation field to help you keep track of what took place.

What to expect after issuing a refund

Your customer should expect to see their refund issued as a credit on their bank statement, typically between 5–10 business days. The email receipts you send to your clients will include the this timeline.

When possible, the refunded amount will be deducted from your Workiz Pay balance (i.e., the Workiz Pay collections that have yet to be paid out to your business bank account). If the refunded amount exceeds your Workiz Pay balance, the remaining amount will be debited from your bank account.

All online refunds are visible from the Payments report in your Workiz account.

To view refunds in the Payments report:

  1. From the sidebar navigation, select Reports > Payments

  2. Filter by Refunds

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