> ## Documentation Index
> Fetch the complete documentation index at: https://harnesscalendar.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Issue a refund

> Return money to a payer from an account that's in credit.

A refund returns money the account has paid beyond what it owes, shown as **Available credit** on the account's Balance card. The amount is capped at that available credit. A goodwill [credit](/docs/billing/credits) is not refundable; it only reduces a future invoice.

## Steps

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
    * Pick a **Reason** and the **Return method**. Choosing **Other** as the reason opens a free-text field.
    * **Reference number**: optional, for your records (e.g. a Venmo or Zelle confirmation).

    Click **Review refund**.
  </Step>

  <Step title="Review and confirm">
    Check the amount, then click **Issue \$X** (the button shows the amount) to confirm.
  </Step>
</Steps>

Once issued, the account's credit drops by the refund amount and the refund appears under **Finances → Transactions**.

## 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](/docs/billing/understand-your-transactions).

<Warning>
  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.
</Warning>

## FAQ

<AccordionGroup>
  <Accordion title="Why does the refund say Pending?">
    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.
  </Accordion>

  <Accordion title="Why can't I refund more than the amount shown?">
    A refund only returns money the account is 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](/docs/billing/credits).
  </Accordion>

  <Accordion title="Where does the refund show up?">
    Under **Finances → Transactions**, alongside the account's payments and charges. The account's balance updates to reflect the lower credit.
  </Accordion>

  <Accordion title="How is this different from voiding an invoice?">
    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](/docs/billing/manage-invoices).
  </Accordion>
</AccordionGroup>