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A refund returns credit an account is holding back to the payer. The account must be in credit: a refund can only return money the account is actually holding. The amount is capped at the account’s available credit.

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Steps

1

Open the refund

Open the account in Finances → Accounts and click Issue refund on its Balance card. The action only appears when the account is in credit.
2

Fill in the refund

The form shows the account’s Available credit at the top. That’s the cap.
  • Amount: pre-filled with the full available credit. Lower it for a partial refund.
  • Date: when you’re returning the money.
  • Reason: pick one of Student withdrew, Lesson cancelled, Overcharge / billing error, Service not provided, Student dissatisfied, or Other (which opens a free-text field). A reason is required.
  • Return method: how you’re handing back the cash portion, one of Cash, Check, Card, Bank transfer, Digital payment, or Other.
  • Reference number: optional, for your records (e.g. a Venmo or Zelle confirmation).
Click Review refund.
3

Review and confirm

Check the amount, then click Issue $X to confirm.
Once issued, the account’s credit drops by the refund amount and the refund appears under Finances → Transactions.

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Cancel & refund a charge

To undo a single paid charge and return its money in one go, use Cancel & refund on that charge’s row. This voids the charge (freeing the money it covered as credit on the account) and opens the same refund form on that credit. Fill it in and review as above. Voiding and refunding are recorded as new entries, never edits to the originals; see Understand your transactions.
You can only refund up to the account’s available credit: Harness won’t let you return more than the account is holding. Card refunds show a Pending badge and aren’t final until the card processor confirms them.

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FAQ

The portion paid by card returns to the original card, and the processor has to confirm it before it’s final. That part shows a Pending badge until it lands. Cash, check, and transfer returns aren’t pending: you’re handing those back yourself.
A refund only returns credit the account is currently holding, so it’s capped at the available credit. If you expected more, the account may hold less than you think; check its balance. To reduce a future bill instead, issue a credit.
Under Finances → Transactions, alongside the account’s payments and charges. The account’s balance updates to reflect the lower credit.
Voiding cancels the bill but doesn’t return money already paid: that stays on the account as credit. To hand the money back, issue a refund afterward. See Manage invoices.