Refunds in OfficeRnD Flex help you manage changes in bookings, customer overpayments, and refundable deposits. Whether a meeting is canceled, a payment exceeds the invoiced amount, or a deposit needs to be returned, each case follows a structured process to ensure accurate financial tracking.
This article explains the different types of refunds you may need to process and the appropriate steps for each scenario. It also includes links to in-depth guides to help you apply the right workflow in each case.
By the end of this article, you'll understand how to identify the correct refund workflow, issue partial or full refunds, and ensure your financial records remain accurate and compliant.
Edit or cancel invoiced bookings
A refund may be needed if a customer cancels a booking or modifies its details. For example, if the room type or the meeting duration is changed, this may result in a price difference. Since the booking has already been invoiced, adjustments require a structured process. Learn how to modify or cancel invoiced or waived bookings →
You must follow this procedure:
Find the invoice containing the Booking Fee and record a refund for that fee.
Detach the Booking Fee line item from the invoice.
Apply the necessary booking changes. The system will add the updated fee to the next invoice, or you can manually generate an invoice.
Refund invoices paid via Stripe
For invoices paid via Stripe, we recommend issuing a refund through the payment actions within the invoice. This way, the refund will go directly through Stripe.
Refund invoices paid via other payment methods
For invoices paid with other payment methods, you must record the refund in OfficeRnD using a Credit Note and process it via your bank account or another payment provider.
Refund overpayments
If a client has overpaid and you must return the excess amount, you can record the overpayment in OfficeRnD Flex and then process a refund. However, the actual refund must be issued through your bank account or another payment processor.
Refund deposits
When invoicing deposits alongside other revenue, you may need to refund just the deposit. The recommended approach is to locate the security deposit in the company profile under Fees and create a Credit Note for it. The deposit is recorded in the Credit Note, but the actual refund must be processed through your bank account or another payment processor.