This article will assist you with the steps to refund a service invoice. Refunding a service invoice will release any associated session credits based on the refund options selected.
Before You Begin
- Refunds can be processed on eligible transactions up to one year from the original payment date.
- Refunds must be issued back to the original payment method used for the transaction. ClubReady cannot refund a payment to a different credit card or bank account.
- If a member updates their card on file, refunds will still be processed against the original payment method used for the transaction.
- If a transaction falls outside the payment processor's standard refund timeframe, ClubReady will automatically issue a referenced credit when applicable.
- A referenced credit is a credit transaction linked to the original payment or invoice, providing a clear audit trail for the reimbursement.
- Cash, check, and external payment transactions cannot be refunded to a credit card.
- Written Check refunds require the club to issue a physical check. ClubReady does not provide automated check services.
- ACH payments have a 6-day waiting period before a refund can be issued, allowing time for the transaction to settle.
Refund a Service Invoice
1. Access the Client's Billing Record
Navigate to:
Members > Member Lookup > Select Member > Billing
Alternatively, navigate to:
All Detail > Billing > Invoices/Payments/Refunds/Transaction Ledger
2. Open the Invoice
From the Invoices section within Billing, locate the invoice you wish to refund.
Select the blue Invoice Detail Number to open the invoice.
3. Process the Refund
From the Invoice Detail screen, select Issue a Refund.
Choose the appropriate refund method:
Refund to Original Payment Method
Returns funds to the original credit card or bank account used for the transaction.
For eligible transactions that exceed the payment processor's standard refund timeframe, ClubReady will automatically process the reimbursement as a referenced credit when applicable.
Refund to Written Check
Records that the club will issue a physical check directly to the member.
Refund to Cash
Records that the club will issue a cash refund directly to the member.
Refund to Client Credit Balance
Applies the refund amount as a credit balance on the member's account for future purchases within ClubReady.
Note: If a refund is accidentally issued to a Client Credit Balance, ClubReady Support can assist with reversing the credit balance refund.
Additional refund options include:
- Send Notification Email – Send an email confirmation to the member (defaults to Yes).
- Partial Refund – Issue a refund for only a portion of the invoice amount.
- Booking/Credit Status Information – Displays the impact the refund will have on past bookings, future bookings, and available credits.
- Optional Note – Enter internal notes related to the refund.
Select Process Refund to complete the refund.
Frequently Asked Questions
Q: Can I issue multiple refunds at once?
No. Refunds must be processed individually.
Q: Can I reverse a refund that was issued back to a credit card or bank account?
No. Refunds issued to the original payment method cannot be reversed.
Only refunds issued as:
- Client Credit Balance
- Written Check
- Cash
may be eligible for reversal.
Q: Do I need to contact ClubReady Support to process older refunds?
No. Eligible refunds can now be processed directly within ClubReady for transactions up to one year old.
Q: What is a referenced credit?
A referenced credit is a credit transaction linked to the original payment or invoice. This connection provides a clear record of the reimbursement and helps track why the credit was issued.
Q: Will the member still receive their reimbursement if a referenced credit is used?
Yes. ClubReady automatically uses the appropriate reimbursement method available for the transaction. The reimbursement remains tied to the original payment through the referenced credit.
Q: Can I refund a payment to a different credit card?
No. Refunds must be returned to the original payment method used for the transaction.