Refunds and Store Credits

When a customer needs their money back, Wenmar Pro lets you refund a payment or issue store credit. This guide covers how both work and what happens to the work order.

💡 You’ll need

• A payment on a work order to refund
• Owner or manager access

Refunding a Payment

1. On the work order, open the Payments tab and find the payment in the history.
2. Open the payment’s menu and choose Refund payment.
3. Enter the Refund Amount (up to the refundable balance).
4. Pick a Reason — overcharge, work not completed, customer dissatisfied, warranty, or other.
5. Click Process Refund.

The refund goes back to the original payment method. If the work order was already paid and closed, it’s reopened as completed so the balance is correct.

⚠️ Store credit payments

Store credit payments are refunded from the customer’s Credit tab, not the work order.

Issuing Store Credit

Store credit is money a customer has on account with your shop. To add it:

1. Open the customer and go to their Credit tab.
2. Click Add Store Credit.
3. Pick the Credit Type — cash prepayment, check prepayment, goodwill, or trade.
4. Enter the Amount and any reference or reason.
5. Click Add Credit.

The customer can apply the store credit to future work orders.

Refunding Store Credit

To give a customer cash or a check back from their store credit balance, open the customer’s Credit tab and choose Refund Store Credit. Pick Cash or Check, enter the amount, and click Process Refund. Only cash and check credits can be refunded.

Voiding Store Credit

Goodwill and trade credits can be voided (if they haven’t been used). Open the credit and choose Void. This zeroes the balance.

Handling an Overpayment

If a work order has a credit balance (the customer paid too much), Wenmar Pro offers three options:

• Refund to original payment — Send the money back.
• Convert to store credit — Put it on the customer’s account.
• Write off — Remove the balance (for small amounts not worth pursuing).

Tips

• Refund to the original method — It’s the cleanest way to make the customer whole.
• Use store credit for goodwill — It keeps the money in your shop.
• Check the reason — Refund reasons show up in the payment history, so they’re useful later.

Related Topics

• Collecting Payments — Taking payment on a work order
• Store Credits — Store credit on a work order

Questions? Contact us at help@wenmarpro.com