At a Glance
Refund mode lets staff process a refund correctly against the original sale, updating takings, stock and the client's record so the books stay accurate. ClinicSoftware.com records each refund with its reason and links it to the transaction, keeping a clean, auditable trail.
How do refunds work in clinic software?
A refund is processed against the original sale, reversing the payment and, where relevant, returning stock. ClinicSoftware.com records it so takings and the client balance stay correct.
Why record refunds properly?
Properly recorded refunds keep your daily takings and reports accurate and give a clear audit trail of what was refunded, when and why.
Does a refund update stock and balance?
Yes. Where a product is returned, stock is restored, and the client's balance and the day's takings are adjusted, so nothing is left inconsistent.
Frequently Asked Questions
How do refunds work?
A refund is processed against the original sale, reversing payment and returning stock where relevant. ClinicSoftware.com keeps takings and balance correct.
Why record refunds properly?
To keep takings and reports accurate and provide a clear audit trail of what was refunded and why.
Does a refund update stock?
Yes. Where a product is returned, stock is restored automatically.
Is there an audit trail?
Yes. Each refund is recorded with its reason and linked to the transaction.
How It Works in ClinicSoftware
01
Open the original sale
02
Process the refund with a reason
03
Return stock where relevant
04
Takings and balance update automatically
Handle refunds directly within ClinicSoftware without switching to your payment terminal or card machine. Issue full or partial refunds back to the original payment method, create credit notes as an alternative, or transfer value to the client's account balance. Every action is logged with the reason, authorising staff member, and timestamp.
How It Works
01
Open the original invoice from the client's profile or the invoices list
02
Select Refund and choose between full refund, partial amount, or credit note
03
Enter the refund reason — this is mandatory and logged to the audit trail
04
Confirm with manager PIN — the refund processes and the record updates instantly
Key Features
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Full & Partial Refunds
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Credit Note Alternative
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Original Method Return
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Reason Logging
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Manager Authorisation
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Full Audit Trail
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Report Integration
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Xero Sync
Pro Tips
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Set a refund threshold that requires director-level approval for high-value refunds
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Train staff to always offer a credit note before a cash refund — it keeps revenue in the business
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Run the refund report monthly to identify patterns in client dissatisfaction by service
