How to refund an Account customer/invoice

To process a refund for an account customer, you need to create a credit invoice for the items being refunded. This guide walks you through the process.

Step 1: Create a New Invoice

1. Click the + icon next to the main search bar in Workshop Software.
2. Select Customer Invoice from the dropdown menu.

Step 2: Set Up the Credit Invoice

1. Search for and select the customer to be refunded.
2. Add the vehicle details if applicable.
3. Change the Invoice Type to Credit.
4. Ensure the Account Type is set to Cash.
5. Add the items being refunded to the invoice.

Step 3: Process the Credit

1. Click the blue Process button in the bottom right corner.

Step 4: Confirm the Refund

1. After processing, the invoice will show as a credit/refund.
2. The customer’s account balance will be updated accordingly.

Good to Know

• Always set the Invoice Type to Credit before processing — this is what makes it a refund rather than a charge.
• Setting the Account Type to Cash ensures the refund is processed immediately rather than applied to the customer’s account balance.
• If the refund needs to sync to your accounting software, make sure the credit invoice is processed and saved correctly.

Frequently Asked Questions

Can I do a partial refund?

Yes, only add the items or amounts being refunded to the credit invoice. You do not need to credit the full original invoice.

Will this refund sync to Xero/MYOB?

Yes, processed credit invoices will sync to your connected accounting software as credit notes.

Also Explore

• WorkshopPay — Integrated Payment Processing
• Dead Simple Invoicing — Feature Overview
• Workshop University: What Is a Good Average Repair Order?
• Getting Started: Customer Workflow Guide