Issuing a refund

This is how to refund money on a payment you’ve already collected on a rental, for example an overcharge or a canceled extra. You can refund all or part of a single payment. This is separate from the security deposit; for holding, capturing, or releasing a deposit, see Refunds and the deposit.

Before you start

• Have the rental open. Refunds start from a payment row on the Payments tab.
• Know which payment you’re refunding and how much. You can’t refund more than what’s left on that payment after any earlier refunds.
• Have a short reason ready. FleetLoop requires one before it will save the refund.

Steps

1. Open the rental and go to the Payments tab.

2. Find the payment you want to refund and click Refund on its row. (If a payment has already been refunded in full, the button is still there, but FleetLoop will stop you at the next step.)

3. In the Refund payment dialog, the Refund amount defaults to the full payment; change it to refund only part of it. The maximum you can refund is shown just below the field.

4. Type a reason (for example, “damaged vehicle” or “customer overcharge”).

5. Click Issue refund.

Troubleshooting

“Refund cannot exceed the remaining $X.XX on this payment.” You can’t refund more than what’s left after any earlier refunds on that payment. Check the maximum shown under the amount field.

“Refund amount must be greater than zero” / “A reason is required to record a refund.” Enter an amount above zero and type a short reason before submitting.

There’s no Refund button on a payment. Only payments that were actually collected (and haven’t already been fully refunded) show the button. For example, an online payment link that was never paid has nothing to refund.