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Refund a payment

Give money back on an invoice, all of a payment or part of it, to the card it came from or in cash.

Refund a payment when a member should get money back: a returned product, a charge made by mistake, or part of a month. Refunds are made one payment at a time, so an invoice paid in parts can have one part refunded on its own.

Before you start​

  • You need the Refunds permission. The Owner and Managers have it; Front desk doesn't.

Steps​

  1. Open the invoice: in Payments, click its number.

  2. Under Payments, click Issue refund next to the payment. (Or choose Actions, then Refund payment, and pick the Payment.)

    The Payments list on an invoice, with Issue refund next to a $149.00 Visa payment marked

  3. Keep the Amount to refund all of that payment, or lower it to refund part of it.

  4. On a paid invoice, tick The member still owes the refunded amount if they should pay it again. Leave it unticked when the money goes back for good.

  5. Click Issue refund.

    The Refund payment panel refunding $40 of a $149.00 card payment, with the amount, the member still owes the refunded amount box and Issue refund marked

What happens next​

Where the money goes depends on how it was paid:

Paid withWhat the member gets back
A cardThe amount goes back to that same card through Stripe, at once. When it shows on their statement is up to their bank.
Cash or a custom payment methodFinegym only records the refund: hand the money back yourself, the same way it was paid.

The refund is listed under Payments on the invoice, and the invoice changes:

The invoice wasAfter the refund
Partially paidThe refunded amount is due again: Amount due goes up.
Paid, box untickedIt stays paid and shows Partially refunded, or Refunded when all of it went back.
Paid, box tickedIt reopens as Open, with the refunded amount due.

The member gets the Payment refunded email with a receipt. A walk-in sale sends nothing.

Good to know​

  • A refund doesn't cancel or change the member's membership: to stop it, see Cancel a membership. It doesn't put products back in stock either.
  • Refund from the invoice, not from your Stripe dashboard: a refund made in Stripe isn't recorded in Finegym.
  • If Stripe refuses a card refund, its message shows and nothing is recorded.
  • To cancel an invoice that has payments, refund them first, then choose Actions, Change invoice status, Void.
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