Record a refund of a cash, cheque or e-Transfer payment
When you give back money a client paid by cash, cheque, e-Transfer or bank transfer, record the refund on the invoice so its balance, status and your reports are right.
A refund is money you give back to a client after they paid you. Money paid by card through the Pay button goes back to the card with Refund a Card Payment. Money that came any other way you give back yourself, the same way or another (a cheque, an e-Transfer, cash), and then record it in Todah so the invoice shows what really happened.
Before you start
- Only owners and admins can record a refund.
- Give the money back first. Recording it in Todah does not send any money.
- Record a Refund appears when something on the invoice was received other than by card or credit note, and has not all been refunded.
Step by step
- In the menu on the left, choose Invoices.
- On the invoice's row, choose Payment History (or Record Payment, if something is still owing). The Payments window opens.
- Find the Record a Refund box. The line in it says how much can be refunded, for example "Up to $500.00 received by cash, cheque, e-Transfer or bank transfer."
- In Amount, type how much you gave back.
- Check Date Refunded. It is today; change it to the day you gave the money back.
- In Method, type how you gave it back, for example Cheque or e-Transfer.
- In Reference, type the cheque number or confirmation code, if there is one.
- In Reason (optional), type a note for your own records.
- Tick Email the client a refund notice if you want Todah to email them.
- Choose Record Refund, then OK when asked to confirm.
- A message confirms the refund. It appears in History as a red, negative amount with the note Refunded.
What each box means
| Amount | How much you gave back. It cannot be more than what was received on this invoice by cash, cheque, e-Transfer or bank transfer, less refunds already recorded. |
|---|---|
| Date Refunded | The day the money went back to the client. Your reports use this date. |
| Method | How you gave it back. Card refunds use Refund a Card Payment instead, so Card is not accepted here. |
| Reference | Optional. A cheque number or e-Transfer confirmation. |
| Reason (optional) | A note for you, kept with the refund in History and the activity log. |
| Email the client a refund notice | Ticked, your client gets an email from you saying how much was refunded, on what date, and what is still outstanding, with the invoice attached. |
What happens next
- The balance owing on the invoice goes back up by the amount refunded.
- The status changes to Partially Refunded (some of what was paid is still kept) or Refunded (everything paid has been given back).
- The refund shows in the invoice's payment History and on the client's statement.
- If the client no longer owes that money (for example the job was cancelled), issue a credit note for it so the invoice is settled and reminders do not chase it.
Fixing a mistake
A refund recorded here has a bin icon (Remove this refund) in the History. Choose it and then OK, and the invoice goes back to what was paid before. Refunds and chargebacks recorded by Stripe stay in the History.
See also
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