Issuing a refund
What this is
Section titled “What this is”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
Section titled “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.
- Open the rental and go to the Payments tab.
📸 Screenshot: The rental’s Payments tab, showing the list of payments.
- 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.)
📸 Screenshot: A payment row on the Payments tab, showing the Refund button.
- 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.
📸 Screenshot: The Refund payment dialog, showing the amount field and the maximum refundable note.
- Type a reason (for example, “damaged vehicle” or “customer overcharge”).
- Click Issue refund.
How to know it worked
Section titled “How to know it worked”FleetLoop shows “Refund recorded,” and the refunded amount appears as a new negative row on the Payments tab, reducing the total paid shown in the footer.
If something goes wrong
Section titled “If something goes wrong”“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.