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How to Take Service Payments and Issue Refunds

Written by the SellarPro team · Published 10 October 2026 · 1 min read

Short answer

On a service invoice, click Record Payment, enter the Amount, Payment Method and date, and save. To refund, click Refund, enter the Refund Qty for each line and click Issue Credit Note; then record the payout to the customer separately.

Record a payment

  1. Open the invoice (from Services → Invoices) and click Record Payment.
  2. Enter the Amount. The Balance due is shown underneath; a part payment is fine.
  3. Choose the Payment Method and Date. For mobile money or a bank transfer, put the reference in Transaction No.
  4. Click Record Payment.
    The Record Payment form with the amount of 30.00 and the balance due shown under it
    Pay all of the balance or part of it.

Every payment is listed under Services → Payments. An invoice that is paid in full prints as a RECEIPT.

Refund an invoice

  1. Open the invoice and click Refund.
  2. For each line, enter the Refund Qty: the total being refunded on that line. The Total Credit updates.
  3. Click Issue Credit Note.
    The Refund Invoice page refunding one home delivery, with a total credit of 30.00
    A credit note reduces what the customer owes.

A credit note does not move money. If you are giving the customer cash back, record that payout separately once they have been paid.

Credit notes are listed under Services → Refunds.

Common questions

I refunded part of an invoice and need to refund more.
Click Refund again and enter the new total for each line, not just the extra. Saving replaces the earlier credit note.

Related articles

How to Send Service Invoices and Estimates

Open Services → Invoices and click New Invoice. Choose the customer, add a line for each service, set the due date and click Save Invoice. On the invoice, Send sends it by email, SMS or WhatsApp, Copy Link gives a link the customer can open, and Download pdf saves it. Estimates work the same way.

Services · Updated 11 Oct 2026 · 2 min read

How to Read Service Revenue and Set Up Your Invoice

Services → Revenue shows revenue, the cost to deliver, gross profit, jobs and average job value for the period, by service, by staff member and by branch. Services → Invoice Setup chooses the invoice layout, colours and letterhead.

Services · Updated 11 Oct 2026 · 1 min read

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