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Refunds are money going back out to someone who paid you: an overpayment, a cancelled booking, a returned deposit, or a payment received in error. Refunds are a ledger in their own right, not an edit to the original payment. The payment stays exactly as it was received; the refund is a separate, auditable event against it.

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Where refunds live

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Refund types

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Raising a refund

1

Open the payment

Refunds are always anchored to the payment being returned, so the trail from money-in to money-out is unbroken.
2

Enter the refund

Refund amount, refund date, the bank account the money is paid from, a reason, and a reference.
3

Save

Server-side guards run before anything is written.

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The guards

These checks run on the server, not just in the form, so they hold for imports and integrations too.

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Reading the refunds ledger

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Refunds, allocations and balances

The order of operations matters:
  • If the payment was already allocated to an invoice, reverse the allocation first. Refunding allocated money leaves an invoice marked paid with the cash gone.
  • If the payment is unallocated, refunding it simply reduces the lease’s wallet.
  • A refund never edits the original payment record. Available amount on the payment reduces because the refund consumed it.
Do not “refund” by deleting a payment. Deleting removes the receipt from the ledger and from bank reconciliation; the money still left your account. Raise a refund.

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Deposit refunds

A security-deposit refund normally follows a deduction process — damages, unpaid rent, cleaning — so the refunded figure is the deposit less agreed deductions. Run the deduction workflow in Security deposits first, then refund the balance.

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Permissions

Refunds carry their own permission set: view, create, edit, delete, allocate and reverse. Most organisations grant create to finance staff and reserve reverse for a supervisor.

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Reconciling refunds

1

Filter the ledger by bank account and date

Match one account and one statement period at a time.
2

Match on reference

The outbound reference should appear on the bank statement.
3

Check against expenses

A refund is not an expense. If a refund also appears as an expense payment, one of the two is a duplicate.

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Common problems