The Stripe integration in OfficeRnD Flex allows you to issue refunds directly from within the Admin Portal. You can also mark invoice statuses as refunded and automatically sync Stripe refund events with Flex.
This article explains how to issue full or partial refunds, how invoice statuses are handled, and how to track and troubleshoot refunds.
Issue a Stripe refund in Flex
You can issue a Stripe refund directly from the invoice in OfficeRnD Flex. Stripe will process the refund and automatically update the payment status to "Refunded" once it is complete.
Important: Refunds can only be issued for payments processed through the OfficeRnD Stripe integration. Synced charges from Xero or QuickBooks are not supported.
Required permissions
To issue a refund, you must have one of the following roles:
Owner
Center Manager
Custom role with the permission to refund charges (see the screenshot):
You can manage role-based permissions by going to Settings > Account Details > Admin Roles.
Issue a Stripe refund
To refund an invoice paid via Stripe:
Go to Billing > Invoices and use the Payment Method filter to select the relevant Stripe method (for example, Stripe card).
Open the invoice and scroll to the Payments section.
Click the cogwheel icon
next to the payment and select Details.
In the dialog, click Send Refund (only visible if you have the proper permissions).
Fill out the required fields and click Refund.
When the refund is triggered, Stripe processes it. After completion, the charge status will automatically update to "Refunded".
Note: Charges with the status Pending or Failed may not have refund options because the payment hasn't been processed or was unsuccessful.
Change an invoice status to "Refunded"
If a refund is issued in Stripe (outside Flex), you can manually change the charge status in OfficeRnD Flex:
Open the invoice.
Click the cogwheel icon
next to the charge and select Delete.
In the dialog, click Refund.
This does not trigger a Stripe refund—it only updates the charge status inside Flex.
Automatic syncing of Stripe refunds
Stripe refunds sync automatically to Flex. This is active by default. If you must turn it off, contact support.
How it works:
Refund the charge in Stripe as usual.
Flex will automatically detect the refund and update the charge and invoice status to "Refunded".
Refund behavior and limitations
Here are some important behaviors and technical details to keep in mind:
Manually refunded charges in Flex will not be resynced or duplicated.
If even one charge in an invoice is refunded, the invoice status becomes "Refunded".
Depending on the bank's processing times, the refund could be received in 5-10 days.
ACH and SEPA refunds cannot be processed if the original payment was made over 180 days ago. This is a Stripe limitation.
Partial refunds
Partial refunds behave differently based on how many charges are associated with the invoice:
If an invoice was paid with one charge and a partial refund is issued, the invoice status will not change in Flex. The refund is available via the API but is not reflected in the UI.
If an invoice was paid with multiple charges and only one charge is refunded, the UI will reflect that charge as Refunded, and the invoice status will update accordingly.
Tips for tracking Stripe refunds
Use Stripe to track individual charge and refund events.
In Flex, go to Billing > Invoices and use the Status filter to list all invoices with the "Refunded" status.
Open an invoice to view details about the refund.
Note: Flex does not reflect partial refunds made through Stripe unless the invoice includes multiple charges.
FAQ: Stripe refunds in OfficeRnD Flex
Can I issue a refund from Flex for all Stripe charges?
Can I issue a refund from Flex for all Stripe charges?
No. You can only refund Stripe charges that were made through the OfficeRnD Stripe integration. Synced charges from Xero or QuickBooks cannot be refunded from Flex.
Can I issue a refund without logging into Stripe?
Can I issue a refund without logging into Stripe?
Yes. You can issue a refund directly from Flex if you have the correct permissions.
What if I refund a charge in Stripe instead of Flex?
What if I refund a charge in Stripe instead of Flex?
Refunds made in Stripe will automatically sync to OfficeRnD Flex and update the invoice and charge statuses.
What happens to the invoice if I refund only part of a charge?
What happens to the invoice if I refund only part of a charge?
If the invoice has only one charge and the refund is partial, the UI in Flex won't reflect the refund. However, the information is available through the API. If there are multiple charges and one of them is refunded, Flex will update the invoice status to "Refunded".
Can I track refunded invoices in Flex?
Can I track refunded invoices in Flex?
Yes. Use the filters on the Invoices page to show invoices with a "Refunded" status. Open each invoice for individual details.
Are there limitations for refunding via ACH or SEPA?
Are there limitations for refunding via ACH or SEPA?
Yes. Stripe does not allow ACH or SEPA refunds older than 180 days. Attempting to refund these will result in an error.