Sometimes a guest accidentally pays a little too much, or perhaps their plans change and they need their deposit returned. Handling refunds smoothly is an important part of keeping your records perfectly balanced.
Here is exactly how to capture a refund:
A quick tip before you start: If you process your refunds through an automated payment gateway, your system will automatically update the guest's account for you. No manual work needed! However, if you are refunding them directly via an EFT or cash, you will just need to quickly capture it yourself so your records stay perfectly accurate.
Step 1: Open the guest's account
Simply click on the specific booking right on your calendar to open the Booking Details window.
Then click 'View Account'. This will instantly open up their full Account Summary.
Step 2: Add a new payment entry
Even though this is a refund, look for the 'Add Payment' button and simply click it to start capturing the transaction.
Step 3: Capture the refund details
A little window will pop up where you can easily enter the details:
- Date: Select the exact date you processed the refund.
- Type: Choose the payment method you used (we highly recommend always refunding the guest using the same method they originally paid you with!).
- Amount: Because you are giving money back, simply pop a minus sign (-) in front of the amount (for example, type in -200).
- Reference: Add a handy note or reference so you remember exactly why this refund was issued.
Once you are happy with the details, simply click 'Save'.
Step 4: Check your balance
When you return to the Account Summary, you will see the refund beautifully and neatly displayed right in the debit column, and the overall balance will have adjusted accordingly.
Just remember to click 'Save' on the main Booking Details screen when you are finished making your changes!
Refunding a cancelled booking?
If a guest cancelled their stay and you need to refund their deposit, refunds can still be fully captured on NightsBridge! Because their booking won't be sitting on your active calendar anymore, you can easily find them by clicking on 'Accounts' at the top of your screen, selecting the 'Accounts' tab, and searching using their unique Account ID. Once their summary pops up, just follow the exact same steps above to capture their refund.
