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Refunds Overview

4 min read

Published April 12, 2026

Three Refund Types

Fixmo provides three refund types to handle every return scenario, from full returns to goodwill adjustments.

  • Full Refund, refunds all remaining unrefunded items in the sale. Items are automatically selected with the Restock action applied. The refund total is calculated from the remaining refundable balance.
  • Partial Item Refund, lets you select specific items and quantities to refund. Each item shows remaining refundable quantity and a restock action dropdown. Use this when only some items are being returned.
  • Partial Amount Refund, lets you enter a custom dollar amount up to the remaining refundable total. No line items are created. Use this for goodwill gestures, partial settlements, or overcharge corrections.

Refund Statuses

Every refund moves through a defined lifecycle with four possible statuses.

  • Pending, the refund has been created and awaits approval from an Admin or Manager. This is the starting status for Cashier-created refunds.
  • Approved, an Admin or Manager has reviewed and approved the refund. It is now ready to be paid out by whoever holds that permission, the shop owner by default.
  • Processed, the refund has been finalized. Inventory is restocked (based on restock actions), serial numbers are updated, commissions are reversed, a credit note is generated, and the customer is notified.
  • Rejected, an Admin or Manager has rejected the refund with a reason. The original sale remains unchanged and no financial or inventory adjustments are made.

Note

Rejection can only happen at the Pending stage. Once a refund is Approved, it cannot be rejected, only processed.

Refunds Analytics Dashboard

The Refunds page displays four summary cards at the top to give you an at-a-glance view of refund activity.

  • Total Refunded, the cumulative dollar amount of all processed refunds.
  • Pending Count, the number of refunds currently awaiting approval.
  • This Month Amount, the total dollar amount refunded in the current calendar month.
  • This Month Count, the number of refunds processed in the current calendar month.

Search and Filtering

Find refunds quickly using the search bar and status filter on the Refunds page.

  1. Use the search bar to find refunds by refund code, sale code, or customer name.
  2. Use the Status dropdown to filter by All, Pending, Approved, Processed, or Rejected.
  3. Results load with infinite scroll, 20 refunds per page.
  4. Click any refund row to open the full refund detail page.

Role-Based Access

Refund capabilities vary by role to ensure proper financial oversight.

  • Cashier, can create refund requests. Refunds start in Pending status and require Admin or Manager approval before processing.
  • Manager, can create refunds, and approve or reject pending ones. Paying an approved refund out is the owner's by default, which keeps the person who approves a refund separate from the person who hands the money back.
  • Admin, can create refunds (auto-approved), approve or reject pending refunds, and process approved refunds. Admin-created refunds skip the Pending stage and go directly to Approved status.

Frequently asked questions

Fixmo supports three refund types: Full (refunds all remaining items in a sale), Partial Item (refunds specific items and quantities you select), and Partial Amount (refunds a custom dollar amount without selecting individual items).

Admin, Manager, and Cashier roles can create refunds. Cashier-created refunds start in Pending status and require approval. Admin-created refunds are automatically approved.

Admins and Managers can approve or reject a refund. Paying one out is the shop owner's, so that a manager cannot raise, approve and hand back money on their own. Cashiers can raise a refund request but cannot approve or pay one out. These are the default permissions and the owner can change them in Settings, Roles & Permissions.

Each refunded item has a restock action: Restock returns the item to good inventory and increments branch stock, Damaged marks the item as returned without restocking, Defective flags it for inspection, and No Restock records the refund without inventory changes. Serial numbers are updated to their corresponding status.

A credit note is automatically generated when a refund is processed (moves to Processed status). The credit note contains refunded items or the lump sum amount, links to the refund detail page, and is viewable in the Invoicing section.

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