Refund transactions can be used if you want to give money back to a member. Either for a refund or to reimburse or pay them for something. This article shows you how to create a refund transaction and answers some general questions about refunds.
When you create a refund transaction, you can either choose to reimburse the member with account credit, which they can then use for future purchases, or alternatively via another payment method, for example bank transfer or cash.
Refund a member with account credit
Like regular transactions, a refund transaction can be created for one individual or for multiple members at once. To create a refund transaction:
Go to Members in the People module and find the member you want to refund
Click on the member’s name to edit them
Open the Finance card and click on the Transactions tab
Press the green Create Transaction button
In the screen that shows up, select the option Refund money:
Fill out the rest of the details for the refund and choose the option Account credit when prompted how the pay the member:
Once you've selected this and entered an amount, a confirmation at the bottom of the screen will show you the amount of account credit the member will receive:
The new account credit will be available immediately and the member will be able to use it for other payments within Hello Club, such as bookings, event fees or renewing their subscription.
Refund a member using another payment method
To create a refund transaction and refund the member with another payment method:
Go to Members in the People module and find the member you want to refund
Click on the member’s name to edit them
Open the Finance card and click on the Transactions tab
Press the green Create Transaction button
In the screen that shows up, select the option Refund money:
Fill out the rest of the details for the refund and choose the applicable payment method when prompted how the pay the member:
Note: When any payment method other than Account credit is selected, the refund will be recorded in Hello Club and reconciled to Xero, but remember that you have to perform the actual refund yourself manually.
Frequently asked questions
Can members be refunded automatically when they cancel a booking or event attendance?
Yes, depending on how you have set up your booking or event attendance rules, members can receive an automatic account credit refund when they cancels their booking or event attendance within a specified timeframe.
Can I issue a refund using Stripe?
If the payment you wish to refund was made through Stripe you can refund it directly back to the member through your Stripe dashboard. It is currently not possible to issue refunds back to a credit card directly through Hello Club.
If you issue a refund through Stripe, we recommend that you also create a refund transaction in Hello Club to keep a record that the member was refunded via Credit Card. This is also reconciled to Xero and will help document that a refund took place.
Further reading