How to Issue a Partial Refund in Spectora and Keep the Invoice Balanced
Issuing a partial refund in Spectora is a straightforward process that ensures your invoices remain accurate and balanced. This guide provides step-by-step instructions for issuing partial refunds, handling fees, and managing exceptions.
Overview of Partial Refunds in Spectora
Partial refunds allow you to return a portion of the payment to your client while maintaining accurate records in Spectora. The system automatically adjusts proportional transaction fees, ensuring transparency and accuracy.
Standard Process for Issuing Partial Refunds
Follow these steps to issue a partial refund and balance the invoice:
Open the inspection and navigate to the Inspection Details page.
In the Fees & Payments box, click the three dots (menu icon).
Select Edit Fees & Payments.
Click the orange Refund button.
Enter the amount you want to refund and click Issue Refund.
After issuing the refund, return to the Fees & Payments box and click the three dots again.
Select Edit Fees & Payments.
Click + Manual Fee.
Add a negative line item for the same amount you refunded.
Click Save.
This process ensures the invoice reflects the refund and remains balanced. The Fees & Payments box should turn green, indicating the invoice is balanced.
Handling Fees and Proportional Adjustments
When issuing partial refunds, Spectora automatically calculates and adjusts proportional transaction fees. For example:
If the original charge was $100 with a $3.65 processing fee, refunding $10 (10% of the charge) will also reduce the processing fee by 10% ($0.37).
The system also accounts for a 0.9% refund fee on the refunded amount.
If you need to refund only the processing fee, calculate the partial refund amount so the proportional fee adjustment achieves the desired result.
Managing Exceptions
Payments Processed Outside Spectora
If the payment was made outside Spectora (e.g., cash, check, or external processor), the Refund button will not appear. In this case:
Issue the refund using the original payment method.
Add a manual line item in the Fees & Payments section to reflect the refund in your records.
ACH Payments Still Processing
If an ACH payment is still processing, you cannot issue a refund until the transaction completes (typically 4 business days). Once completed:
Issue the refund using the standard process.
Re-add any negative manual line items if previously deleted.
Deleted Charges
If the original charges were deleted, re-add the appropriate fees to the invoice before issuing the refund. This ensures the refund is properly recorded.
Split Payments
For split payments, refunds can only be issued to the payer whose payment has completed processing. If necessary, use an external method to refund the other party and reconcile it in your records.
FAQs and Troubleshooting Tips
Why does the invoice show "Overpaid" after a partial refund?
This occurs because the total paid exceeds the updated invoice total. It is not an issue and simply reflects the refunded amount.
Why did my client lose access to a report after a partial refund?
Partial refunds may cause the inspection to appear unpaid. To restore access:
Unlock the report from the Inspection Details page.
Ensure the invoice is marked as "Paid in Full" by balancing it with a negative manual line item.
What if the refund amount field is greyed out?
If the refund amount field is uneditable, ensure you are in the correct section (Fees & Payments) and click the orange Refund button to enter the amount manually. By following these steps and guidelines, you can efficiently manage partial refunds in Spectora while maintaining accurate and balanced invoices.