How to Process Refunds

Through its integrations with QBO and your CC processor, you can quickly and efficiently process and post refunds. The process to provide a refund depends on whether you are using Paystri as your credit card processor.

If Using Paystri:

You can process refunds directly in MaidCentral!

Before you do, you’ll need to have a Refund Item selected in your QBO settings. Go to Company > Settings > General > Integrations > QuickBooks Account > Refund Item, and select an item. Click on the blue floppy disk icon to save these changes.

Now you are ready to process the refund! You can go to the Customer  Profile > Payments > Transactions, and find the charge that you would like to refund. You can scroll to the right to see and click Actions, then Refund. You can also process a refund through the Credit Card Transactions report, located under Reports > All Reports.

Enter the amount that you want to refund, which can be partial or the full amount. You can also add a reason for the refund, as well as the Bill Rate Adjustment, which will add a rate mod to the job to reflect the refunded amount.

When ready, you can hit Process Refund, which will update the bill rate for the job and create the matching refund receipt in QuickBooks!

If Using a Different Credit Card Processor:

Since MaidCentral does not create or manage the invoices or processing of credit cards, it will require a few steps to be taken in QBO and your CC processor to process refunds fully! Below are the three steps that should be taken when doing refunds!

Step 1: QuickBooks:

How to Create a Refund Receipt in QBO

1. Navigate to your QBO homepage

2. Click "New"

3. Click "Refund receipt"

4. Click the "Choose a customer" field.

5. Enter the customer in which you are giving the refund

6. Fill out the rest of the invoice - Service dates, description , amount etc

7. Once done, you can Click "Save and new"

Once the refund has been listed in QBO the next step is to refund the charge put on the card, this will need to be done through your CC processor directly

Step 2: CC processor :

Authorize - https://account.authorize.net/help/Miscellaneous/FAQ/Frequently_Asked_Questions.htm#:~:text=You%20can%20only%20refund%20a,voided%2C%20declined%20or%20errored%20transactions.

To enter Enter a refund transaction in the Virtual Terminal

Step 1: Click Virtual Terminal in the main left-side menu.

Step 2: Select the Payment Method for the transaction that you need to enter. Depending on your account configuration, you might have up to four options available: Charge a Credit Card, Refund a Credit Card, Charge a Bank Account, and Refund a Bank Account. For a refund transaction, select either Refund a Credit Card or Refund a Bank Account .

Step 3: Enter the details of the transaction, including the original Transaction ID in the Original Transaction ID text field. Other required fields are marked with an asterisk (*).

Step 4: Click Submit .

For more information on submitting refund transactions using the Virtual Terminal, please read the Issuing Credits Guide and the Virtual Terminal topic.

Stripe - https://stripe.com/docs/refunds

To refund a payment using the Dashboard:

Find the payment you want to refund in the Payments page.

Click the overflow menu  to the right of the payment, then select Refund payment .

By default, you’ll issue a full refund. For a partial refund, enter a different refund amount.

Select a reason for the refund. If you select Other , you must add a note that explains the reason for the refund. Click Refund .

Alternatively, you can click on a specific payment and issue a refund from its details page.

Step 3 : MaidCentral

In order for reporting to be correct, if the job was a refund and still completed, you will need to change the bill rate of the job to the appropriate amount collected, if not revenue or other reporting may have discrepancies

You can edit the bill rate of a job through a custom rate modifier - for more information on custom rate modifiers please visit this article!