Refunds and corrections

Why use it

A client returns a chair after paying for it, or a product is discontinued after you billed it. Changing the paid invoice would rewrite a record your client already has. A correction keeps the original, shows exactly what was refunded, issues a replacement invoice for what remains, and tracks where the money went.

When to use it

• A paid item is returned or cancelled. Refund that line and keep the money as client credit for the next order.
• The client wants their money back. Refund the line and record the refund you paid.
• Everything on the invoice is cancelled. Refund every line; Moodiri creates a $0 replacement record.

To cancel an invoice that hasn't been paid, use Void instead.

Before you start

• Only the owner and admins can refund items.
• The invoice must be Paid in full, in US dollars.
• Open the invoice from Invoices.

Steps

1. 1

Try it: guided demo

1. 1Refund items

1. Open the paid invoice, here LS-016-INV001, and in Actions choose Refund items….
2. Under 1. Choose items to refund, tick the lines your client is returning or no longer needs, then choose Review refund.
3. Under 2. Confirm refund and credit, check the preview and choose what happens to the money: Keep as client credit or Refund to client.
4. Give a Reason, then choose Refund and issue credit. A refund can't be undone, so check the preview first.

Refund items

The full steps, including the money choice and proof of refund, are in Refund items: keep as client credit or refund to the client.

Replacement invoices and invoice history

After a refund, the original invoice becomes Corrected and shows Archived — this invoice was corrected and replaced. It is a read-only record and should not be sent. A new replacement invoice holds the remaining items.

Both invoices show Invoice history, listing every version with Current or Replaced. The replacement's Timeline shows Created as replacement with a link to the invoice it replaces, and the original shows Corrected and replaced.

A replacement is never emailed to your client. It is paid from the credit the refund created.

Settle a replacement from credit

Normally the replacement invoice is paid from the client's credit as part of the refund. If that step didn't finish, the replacement shows This invoice replaces a corrected invoice but has not been settled from the client's credit yet. Do not send it — settle it instead. Choose Settle from credit.

Until it is settled, the replacement can't be sent, edited or deleted.

Limitation: replacements omit saved grouping labels

If the original invoice grouped its products under room, vendor or category headings, the replacement lists the products without those headings. The amounts are unaffected.

What happens next

• The original invoice is marked Corrected, and the replacement becomes the current invoice.
• With Keep as client credit, the refunded amount becomes client credit. See Overpayments and client credit.
• With Refund to client, the refund is recorded against that credit. See Refunds paid back to clients.
• Your client sees the refund in their portal. See Refunds and refund receipts.

Limits

Troubleshooting

• Refunds are not enabled. Item refunds are switched off, so Refund items… stays unavailable.
• A payment on this invoice is still finalizing. Try again once it has settled. Wait for the card payment to settle.
• A refund, dispute, or other payment-provider change affecting this correction could not be reconciled automatically. The related client credit is frozen until it has been reviewed by hand.