Refund a cancelled program

The client cancelled and wants their money back, possibly minus a fee.

Track

Credit creation

Phase

Return the money

Starts with

Cancelled paid program

Ends with

Refunded and closed

The situation

Money leaves a register to go back to the client, and the invoice closes.

Accounting chooses Refund on the invoice.

AccountingOwnerSystemClient

1
Accounting sets the refund and any cancellation fee
Accounting
The owner usually agrees the fee.
2
Accounting picks the register the refund leaves from
Accounting
Leave it empty to use the original payment's register when it is clear.
3
SettleWise records the refund, writes off any unpaid rest, and posts QuickBooks
System
This is the key moment of the journey: the money goes back. This is the key moment of the journey.
4
For card payments, Accounting returns the money from the Stripe dashboard
Accounting
SettleWise records; Stripe moves card money.
5
The invoice shows Refunded and the client gets the email
System
The register balance drops by the refund.

Accounting

Owns money movement, registers, and reconciliation.

Owner

Reads the commercial picture and escalates exceptions.

System

Automates emails, matching, reminders, and sync.

Client

Receives invoices, reminders, and payment links.

Owner

The refund amount and the fee the lodge keeps.

Why: Approve what the lodge gives back.

Client

The refund confirmation email.

Why: Know the money is on its way.

A refund returns money and closes the invoice. The fee, if any, stays visible.