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 various types of refunds that may need to be processed and outlines the corresponding 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 methods other than cash, you must record the refund in OfficeRnD using a Credit Note and process it through 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.
Managing refunded, duplicated, or reappearing fees
Sometimes, refunded payments or adjustments can create issues such as duplicate or reappearing fees on invoices. OfficeRnD provides tools to help you resolve these cases while maintaining accurate records.
Marking invoices as failed
If you've refunded payments that were mistakenly applied to multiple invoices, you may need to return those invoices to a chargeable state so the correct amount is due.
Follow these steps:
Open the relevant payments in Flex.
Mark the corresponding payments as Failed. This action updates the status of the associated invoices, making them chargeable again.
Note: Changing the payment status in OfficeRnD does not impact the actual refund processed in your payment processor (e.g., Stripe). You'll still need to ensure the refund is accurately managed in your payment gateway system.
Resolving duplicate or reappearing fees
When detached fees reappear or duplicate on invoices, you have two ways to resolve the issue, depending on your accounting practices.
Option 1: Re-invoice and credit
Reissue all affected one‑off fees and the membership fee as a new invoice.
Create a new credit note from the original invoice:
Add all fees that should not be charged again.
Exclude fees already correctly credited.
Allocate the newly created credit note to the new invoice.
Option 2: Mark as paid and void if needed
For one‑off fees already paid in the original invoice:
Open the fees' actions menu (represented by the cogwheel icon).
Mark each fee as 'Paid' to prevent it from appearing as unpaid again.
For membership fees:
Issue the fee separately as a stand-alone invoice.
Void this invoice to prevent it from being charged again. Avoid detaching fees in this case.
When to use each option:
Option 1 (Re-invoice and credit): Use this method if you want to maintain a clean and traceable accounting history. It's recommended when working closely with finance teams or auditors.
Option 2 (Mark paid and void): Use this method when you need a faster resolution and want to stop fees from reappearing without reissuing invoices. It’s a simpler operational fix, but it may leave a less detailed credit history.
By following these strategies, you can effectively handle refunded payments and fee adjustments, prevent duplication, and maintain accurate invoicing records.