Record a refund to a client from client credit
Log a refund you paid a client by check, Zelle, wire or another method, take it from their credit, and email them a receipt.
Why use it
A refund paid by check or transfer happens outside Moodiri, so the client's credit still shows the money until you record it. Recording it lowers the credit, gives the refund a number and a receipt, and keeps your financial reports accurate.
When to use it
- You mailed a refund check or sent a transfer for a client's overpayment.
- You returned leftover credit at the end of a project.
To refund items on a paid invoice and record the refund in one step, see Refund items.
Before you start
- Only the owner and admins can record refunds.
- Pay the refund first. Moodiri records it but does not send money.
- The client needs available credit on Financials. See Overpayments and client credit.
Steps
- Open Financials. Under Overpayments, find the client's credit.
- Choose Refund to client on that credit.
- Enter the Amount, up to the credit available.
- Choose How was it refunded? and the Refund date.
- Add a Reference (optional), such as the check number.
- Add a Note to client (optional), printed on the receipt, and an Internal note (optional) for your team.
- Attach Proof of refund and keep Email the refund receipt ticked to send it.
- Choose Record refund.
Refund methods
How was it refunded? offers Check, Zelle, Venmo, PayPal, Wire, ACH, Cash, Card (outside Moodiri) and Other.
What happens next
- Moodiri confirms with Refund recorded., and the credit's available balance drops by the amount.
- If Email the refund receipt was ticked, your client gets the receipt by email.
- The refund appears in the credit's refund history and on related invoices under Refunded to client. See Refund receipts.
Limits
- Moodiri records the refund; it never moves money. Card refunds made in Stripe are picked up automatically and must not be recorded here.
- The refund date must be today or earlier.
- The amount must be more than $0.00 and no more than the available credit.
- Reference up to 120 characters, note to client up to 1,000, internal note up to 2,000.
- Credit imported from QuickBooks can't be refunded in Moodiri.
- Sending the receipt needs a client email address.
Troubleshooting
- Enter an amount no greater than the available credit: lower the amount.
- Choose a refund date on or before today. Pick today or an earlier date.
- This client has no email address. Add one to send the receipt. Record the refund now and send the receipt once the client has an email.
- This client credit cannot be refunded in Moodiri. The credit came from a QuickBooks import or another source Moodiri can't refund.
Questions
What if I paid the refund by card?
If you refunded the card in Stripe, don't record it; Moodiri picks it up automatically. If you refunded a card some other way, choose Card (outside Moodiri).
I recorded the wrong amount. What now?
Void the refund and record it again. Voiding returns the amount to the client's credit. See Void a client refund.