Refunds paid back to clients

Why use it

When you hand money back, you need a record that matches: how much, how, when, and proof it was sent. Recording the refund against the client's credit keeps their balance right, gives your client a numbered receipt, and keeps the check photo or transfer screenshot with it.

When to use it

• A client asks for their overpayment back. Refund it from their credit.
• Items were refunded as client credit and the client wants cash instead. Refund that credit.
• A project ended with money left over. Return the remaining credit.

To refund items on a paid invoice in the same step, use Refund items and choose Refund to client. For a retainer, see Cancel or refund a retainer.

Before you start

• Only the owner and admins can record refunds.
• The client needs available credit. See Overpayments and client credit.
• Pay the refund first, outside Moodiri, and keep the reference.
• To email a receipt, the client needs an email address.

Steps

1. Open Financials and find the credit under Overpayments.
2. On a credit with money available, choose Refund to client.
3. In Record refund to client, enter the Amount, choose How was it refunded? and set the Refund date.
4. Add a reference, a Note to client for the receipt, and an Internal note if you like.
5. Attach Proof of refund and tick Email the refund receipt to send it to your client.
6. Choose Record refund.

Record the refund

The full field list and rules are in Record a refund to a client from client credit.

Refund history per credit

On Financials, each credit has View refunds. Choose it to list every refund recorded from that credit, with its refund number and status: Recorded or Voided. Choose Hide refunds to close the list.

Refund receipts: download, send and resend

Each refund has its own receipt. You find refunds on the invoice under Refunded to client, and in the credit's refund history.

• Receipt opens the refund receipt PDF.
• Send receipt emails it to your client. Once sent, the button reads Resend receipt.

Attach proof to a refund

Add proof while recording the refund, or later with Attach proof on the refund. Use a photo of the check, a transfer screenshot or a PDF. Tick Share with client when you add it during recording to show it in their portal.

What happens next

• Moodiri confirms with Refund recorded. and the credit's available balance drops.
• If you ticked Email the refund receipt, your client gets the receipt by email.
• The refund appears in your Financials report as refunded to client.
• If you recorded it by mistake, void it. See Void a client refund.

Limits

Troubleshooting

• Refund recorded. The receipt email didn't send — resend it from the refund. Choose Send receipt on the refund.
• The available client credit changed. Close this dialog and refresh the balance. Someone used the credit meanwhile. Refresh and check the new balance.
• This client credit cannot be refunded in Moodiri. The credit came from somewhere Moodiri can't refund, such as a QuickBooks import.