Maintaining the payment records and entering refunds are both important. Even while the majority of refunds are regrettable occurrences, they are not entirely preventable. Refund requests from your consumers are possible, and you must record them in QuickBooks afterward. On the other hand, some of the things you bought from sellers could not be up to par. In this case, the reimbursement has to be reflected in your bank account as a credit. We describe the refund in QuickBooks Online procedures using this blog and also go through how to enter a refund in the software.

Make Customer Payments in QuickBooks Desktop Void or Refundable

  • Cancel a payment
  • Open QuickBooks Desktop and log in.
  • Select Customer Center from the Customers menu.
  • Decide to click the Transactions tab.
  • Choose Received Payments or Sales Receipts.
  • Locate and examine the payment or receipt.
  • Void Sales Receipt can be found under Edit in the menu.
  • Save & Close option.
  • The transaction is canceled, and QuickBooks takes care of the accounting for you. 

QuickBooks immediately reverses transactions and does not debit the card. The funds may, however, have had an authorization hold placed on them by your customer’s bank. In this case, the client might need to get in touch with their bank to get the hold released.

In QuickBooks Online, Note a customer Refund

If the invoice has already been paid, choose Add New and Credit memo.

  1. Choose the relevant customer from the Customer field.
  2. Enter the category, product, or service you are receiving credit for along with the credit memo date, amount, tax, and product/service.
  3. Select save and close.

Note: If the customer overpaid, you will already have an unapplied credit that serves as your credit memo and does not require the credit memo.

  1. Select Expense after choosing + New.
  2. Choose or enter the desired client in the Payee area.
  3. Choose the bank from which the money is being repaid in the Payment account section.
  4. Choose the Debtors to account from the Category field (Accounts receivable).
  5. Enter the refund’s amount in the Amount column.
  6. Choose the proper Tax (not inclusive/exclusive of tax) in the Tax field.
  7. Select Save. Next, select Receive payment under + New.
  8. Add the customer, then pick a payment option to make a deposit.
  9. Since they cancel each other out, the balance should be 0.
  10. Select Save and close.

Note: If you have online banking, click on Bookkeeping, then Transactions, and then choose Bank transactions (Take me there), or click on Banking (Take me there). Then compare the record you discovered. Follow more steps mentioned below:

  1. Select Expense after choosing + New.
  2. Choose or enter the desired client in the Payee area.
  3. Choose the bank from which the money is being repaid in the Payment account section.
  4. Choose the Debtors to account from the Category field (Accounts receivable).
  5. Enter the refund’s amount in the Amount column.
  6. Choose the proper Tax (not inclusive/exclusive of tax) in the Tax field.
  7. Choose Save.
  8. Next, select Receive payment under + New.
  9. Add the customer, then pick a payment option to make a deposit.
  10. Since they cancel each other out, the balance should be 0.
  11. Close after selecting Save.
  12. If you have online banking, click Bookkeeping from the menu, choose Transactions, and then compare the record to the one on the Banking (Take me there) page.

Return a Customer Payment in QuickBooks

Refunds can be given in QuickBooks Online in a few different ways. The procedures you need to take depend on how you handled the transaction.

  1. Select the New option.
  2. Choose Refund receipt.
  3. From the Customer dropdown, choose the customer you want to reimburse.
  4. Use the identical data from the initial sale to enter the specifics in the fields. Select Credit card under Payment method to charge the customer’s credit card back. Select Direct Debit under Payment method to debit their bank account.
  5. Choose the account you want to repay the customer from under Refund From.
  6. Select Save and close.

QuickBooks For Windows (Pro, Premier, Enterprise) refund procedures:

The following are the procedures in Windows for issuing consumer refunds: (Pro, Premier, Enterprise).

  1. Once you’ve logged in to your QuickBooks account, choose Customers from the menu.
  2. The customer tab’s choice to create credit memos or refunds must be chosen.
  3. Once the customer has been selected, a form will appear on the screen; complete it with all the necessary information.
  4. Select the amount and item number for the purchase that will be refunded to the customer.
  5. Click the Save button to keep the changes.
  6. To move on to the next page, click the new or close button at this time.
  7. Select “apply to an invoice” from the menu.
  8. Following your selection, you must tick the box to the left of the invoice you wish to refund.
  9. Click to select OK.

Refund Procedures in QuickBooks For Mac

To refund the cost of the item in QuickBooks Mac, you must do the following:

  1. Select the customer option in the menu bar at the top of the screen.
  2. From the menu bar, select the option to make credit notes or refunds.
  3. Selecting the customer from the dropdown menu will allow you to complete all the required fields.
  4. Select the product for which you must make the refund right away. The item’s quantity must also be included.
  5. Click the save button that is placed in the bottom right corner.
  6. Choose the refund button rather than the save option if the buyer demands an instant refund.
  7. Decide the bank account you want to use to receive the returned goods.
  8. After that, the payment can be printed or mailed.

QuickBooks Credit Card Refund

You must enter and then process credit card payments in QuickBooks if you use the QuickBooks payments feature. In this manner, the accounting is kept precise, clear, and straightforward.

You may occasionally need to process QuickBooks credit card refund payments for goods that customers have returned. You may learn how to process a refund in QuickBooks Online, how to enter a refund into QuickBooks Desktop, and more in the sections below.

How Do I Process Credit Card Refunds In Online QuickBooks?

You can use a variety of strategies to provide your customer with a refund for a Credit Card payment. You may return the customer’s money for an invoice that has been paid in full or a sales receipt. Therefore, the consumer may receive partial payment based on their needs.

What Steps are Necessary to Process a Credit Card Refund in QuickBooks?

Before processing the QuickBooks credit card refund, you must be aware of certain conditions. The following criteria apply:

  • The initial sale price cannot be exceeded when initiating a refund, only up to that amount.
  • After the customer purchase from you, you have 180 days to offer a credit card refund.
  • Credit card refunds are started on the original card or account that was used to make the purchase. To obtain the information for this, you must speak with your consumer.

Read This: How to Import Credit Card Transactions into QuickBooks?

How to Send a Partial Refund

When sending a partial refund, you must create a new receipt, choose the client who should receive the refund, fill out all the necessary information, and then send the partial refund. It is sent in exchange for certain goods, services, or products. The specific processes are as follows in order to submit a partial refund:

  1. Click on the New button containing a + sign.
  2. Select the Refund Receipt option from the drop-down menu.
  3. The Customer field’s drop-down arrow should be clicked.
  4. Select the client to whom you wish to issue the refund.
  5. Enter the information needed for the refund, making sure it corresponds to the information you entered for the transaction.
  6. Finally, click Save and then on Close.


The steps to Enter a Refund in QuickBooks Online are outlined above; they are broken down into chunks. Connect to our team of experts if you run into trouble entering a customer refund into QuickBooks or recording a refund check from a vendor into QuickBooks Online.

Frequently Asked Question

  1. What are the steps to enter a credit card refund in QuickBooks?

    The steps below can be used to complete the process to enter a credit card refund in QuickBooks:
    1. Navigate to the Chart of Accounts by selecting the Gear symbol.
    2. Scroll down to the Credit Card Account option.
    3. You can click the “View Register” link next to the credit card account.
    4. Enter the transaction type, refund date, refund amount, and account category.
    5. Save the credit card refund last

  2. How to link the deposit to a vendor credit?

    To eliminate the positive balance on your vendor’s information page, link the deposit to a vendor credit and follow the steps:
    1. Click the Plus icon that appears on the screen.
    2. Choose between Expense and Check.
    3. Choose the Payee.
    4. A window will appear on the right side of the screen after the payee has been chosen. The window will include a list of the transactions you’ve made.
    5. Finally, click Add. 
    6. Then click on Save and Exit

  3. How to Delete Available Credit in Quickbooks?

    Follow the mentioned steps to delete available credit in QuickBooks:
    1. Choose “Customer Center” from the drop-down menu under the “Customers” option.
    2. “Customers & Jobs” tab should be chosen.
    3. From the list of customers, pick the one who has the most credit.
    4. To delete a credit memo, open it.
    5. Pick “Edit” from the menu. Depending on your preference, choose either “Delete Credit Memo” or “Void Credit Memo” from the drop-down menu.
    6. Then, select “Confirm” if you are informed that voiding the memo will affect any connected invoices.

  4. How should a vendor credit be applied to a bill?

    Vendor credit may be used for any open future bill. To use vendor credit, follow these instructions:
    1. You must first choose the + New button and then select the option Pay your bills.
    2. Select your vendors’ invoices from the list.
    3. Within the Credit Applied field, you may view the available credits with this particular seller.
    4. Once you’ve done that, you must fill out the remaining fields as usual.

  5. How to import refund receipts in QuickBooks Online?

    The steps below explain how to import the refund receipts into QuickBooks online:
    1. Upload your file by selecting the “Upload File” menu.
    2. Choose the spreadsheet and file that contain the refund receipts you want to import.
    3. Choose the Refund Receipts QuickBooks entity.
    4. Construct a mapping from the columns in your import file for refund receipts to the equivalent fields in QuickBooks (Refer below Section).
    5. Click Import to upload your refund receipts to your QuickBooks firm immediately.

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