*Note: Refunds can only be processed through Spectora if the original payment was made through Spectora. Credit card payments and ACH payments can be refunded directly through Spectora. External payments like cash or check will need to be refunded outside of Spectora.
If you're using built-in Payments, you can easily issue refunds on the Inspection Details page.
To issue a refund in Spectora:
Navigate to the Inspection Details page and scroll down to the Fees & Payments box. In the Fees & Payments, click the 3 dots:
2. Click Edit Fees & Payments:
3. Under Payments Received, you'll see the orange refund button: Select Refund:
4. Adjust the refund amount for either partial or full refund:
Issuing Partial Refunds
After issuing a partial refund, you will want to adjust the total amount to reflect the new total. This will prevent the inspection from showing as a partial payment still needing to be made.
To adjust the total amount after a partial refund, tap the three dots in the Fees & Payments box again to select Edit Fees & Payments.
You'll want to add a manual fee of a negative dollar amount for the SAME amount you refunded the client. You can label it as "Refund" so it balances the invoice and is clear on your records.
Don't forget to hit SAVE!
When issuing partial refunds, we will refund a proportional percentage of the original transaction fee. For example, if your initial charge was $100, your original fee was likely $3.65 (3.25% + 40 cents)**. If you refund $10, that is 10% of the original charge. The overall fee for the partially-refunded charge would be reduced by $0.37, which is 10% of the original fee. That would make the fee on this $3.28. Note that this is different than a $90 charge, where the fee would be $2.33, because of the proportional refund!
**Note: If you pass on credit card fees to your client, the refund will include the full 3.95% fee. The rate of 3.25% + 40 cents is the technology fee when NOT passing on fees to your clients. For more information on passing on fees, check out this article!
Issuing a refund for payments made via bank transfer
Payments made via bank transfer are refunded using the same process. However, because bank transfers take multiple days to process, you'll need to wait until the payment has settled in order to issue a refund. This usually takes about 4 business days even though you'll see the funds paid out to you in 2 business days.
When waiting for a bank transfer to process so you can refund it, you have the option to be notified when the payment is successful. In the Internal box of the Inspection Details page, you can check the box to receive a reminder when the bank transfer is in your account:
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
