Issue a refund
Sometimes you need to return money to a client — a job was canceled, the client overpaid, or there was a billing error. Service Buddy supports both full and partial refunds for online payments and deposits.
Before you start
Section titled “Before you start”- Online payments can be refunded directly through BuddyPay.
- Cash and check payments must be refunded outside Service Buddy (hand back cash, send a check) — then record the refund here to keep your books straight.
Issue a refund
Section titled “Issue a refund”- Open the invoice from the Invoices list.
- Click More Actions in the top-right → Refund.
- The Refund Payment dialog lists every deposit and payment on the invoice. For each one, choose a Select Type:
- Full Refund — returns the entire amount of that payment.
- Partial Refund — enter a specific amount to return.
- No Refund — leave that payment unchanged.
- Review the summary line: “You’re refunding $X out of a total amount of $Y.”
- Click Process Refund.
What happens next
Section titled “What happens next”- For online payments, the refund is sent through the payment processor. Card refunds typically appear on the client’s statement within 5–10 business days.
- The payment status updates to Refunded (full) or Partial Refunded (partial).
- The invoice’s Remaining Amount increases by the refunded amount.
- If the full amount was refunded, the invoice status returns to Unpaid.
- An updated receipt is emailed to the client automatically.
Refund status indicators
Section titled “Refund status indicators”Refunds go through a few states. The exact status appears in the invoice’s status badge and the Payment Status filter on the Invoices list:
- Refund In Progress — the request is being sent to the payment processor.
- Partial Refund In Progress — a partial refund is being sent to the processor.
- Refunded — the full amount was returned successfully.
- Partial Refunded — only part of the original amount was returned.
- Failed Refund — something went wrong (most commonly, the original card is closed).
Can I refund a BuddyPay charge directly from Service Buddy?
Yes — open the invoice, click More Actions → Refund, and process it. The refund goes back through Rainforest to the original card or bank account within 120 days of the charge. After 120 days, you’ll need to refund manually (check or bank transfer) and record it.
How do I refund a cash or check payment?
Service Buddy can’t push cash or check refunds through a processor — return the money outside the app (hand back cash, send a check, or wire it). Then open the invoice, click More Actions → Refund, and record it as a partial or full refund so your books stay in sync.
How long does a card refund take to appear on the client’s statement?
Typically 5–10 business days, depending on the issuing bank. Tell the client to expect that window before they call asking where the money is — proactive communication prevents chargebacks.
Can I do a partial refund?
Yes. In the Refund Payment dialog, choose Partial Refund for the payment you want to refund and enter a specific amount. The invoice’s Remaining Amount increases by what you refunded.
What if the original card has been closed or canceled?
Card refunds to closed accounts usually still succeed — the issuing bank routes the money to whatever account replaced it, or to the client by check. If the refund fails (status: Refund Failed), refund manually outside Service Buddy and record it.
Can I refund a deposit collected at quote approval?
Yes — open the quote, click More Actions → Refund, and choose the refund type. Same 120-day rule applies through BuddyPay.
Does the client get an automatic receipt?
Yes — once the refund is processed, BuddyPay emails the client a refund confirmation automatically. You don’t need to send a separate notification.