Refunding a Client Credit

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Nikki Lee

• January 06, 2021 15:47

How do I refund a client a positive credit balance that's showing in SP? She does not want the credit applied to upcoming appointments but would rather have the credit balance transferred back to her card on file. There was a big mix up with her insurance claims and she was charged for multiple sessions. How do I do that when the full amount is broken into several transactions?

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  Patricia B. Jones

  • January 08, 2021 00:15

  Same question here. I need to refund the client's credit back to the client's credit card. How do I do this?

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  Gillian

  • January 08, 2021 20:13

  Hi Nikki and Patricia, I'd be happy to help with this. To refund a client and remove their credit on file, visit Billing > Card Transactions. Find the transaction you'd like to fully or partially refund, then click Refund. Please note that only transactions that are less than 90 days old can be refunded.
  
  If you don't use Online Payments powered by Stripe, or if you need to refund a cash, check, or Manual card payment, simply enter a negative Payment in the amount you'd like to refund. For example, if my client has a $50 credit, I can enter a -$50 Payment to remove the credit. 

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  Nikki Lee

  • January 18, 2021 23:23

  Hi Gillian, this is a specific client issue. How do I put in a ticket for assistance with this as it involves insurance denials and now a credit?

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  Ruth

  • January 22, 2021 02:53

  H Nikki, If you'd like us to investigate a specific client, please use this link to submit a Help Request. You can also submit a Help Request from your SimplePractice account by clicking on the "?" icon to the bottom right > Get Help > Ask Question > No, need more help > Contact Support > Email Help Request. 

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  Carol Cundiff

  • February 18, 2021 22:21

  If a credit is issued to the client's card, does Stripe charge for the refund just as they do for the payment made by the client?

   

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  Amy Griffin (J. Alexander)

  • March 04, 2021 00:08

  How do we refund a client if the dates of service are more than 90 days in the past?  

   

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  Gillian

  • March 04, 2021 00:13

  Hi Carol, the Stripe fee is charged only once, and is not incurred again when you refund a client. Amy, most of our customers choose to refund payments older than 90 days by writing the client a check. You can then denote the refund by adding a negative Payment to the client's chart in the amount of the refund.

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  Alexandria S. AuCoin

  • May 25, 2021 17:19

  When I attempt to issue a credit by putting in a negative amount, I get a message that says "Amount must be greater than 0."  Now what?

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  Kaerensa Craft

  • July 13, 2021 02:11

  Gillian, can a refund be issued for less than the payment that was made?

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  Brian Hampel

  • July 30, 2021 19:29

  Alexandria S. AuCoin, that is what I am encountering as well! Does anyone have any idea how to fix that? It sounds simple enough to entering a negative amount in the payment area, but when I do so it says "amount must be greater than 0"

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  Ryan Brown

  • November 17, 2021 23:05

  Hi there,

  Is it possible to refund a client in one lump sum rather than individual refunds? For example, if I need to refund 5 copays of 20 dollars, can I just send them a 100 dollar refund?

  thanks!
  Ryan Brown

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  Emma Schwartz

  • April 13, 2023 16:57

  I have the same question as Ryan. I'd prefer to refund the client $90 rather than three $30 payments. Is that possible?

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