You can record full or partial refunds in OfficeRnD Flex by creating a Credit Note. This helps you keep billing records accurate when returning funds to a member or customer.
This article explains how to create a Credit Note, record a refund, and manage the process when using payment integrations like Stripe, Xero, or QuickBooks.
Important: Recording a refund in OfficeRnD does not automatically return the funds to the customer. You must manually complete the refund via your payment gateway, bank transfer, or cheque. Flex also lets you issue Stripe refunds.
Step 1: Create a Credit Note
To issue a Credit Note for a paid invoice:
Open the Flex Admin Portal and:
Go to
Operations > Companies or Operations > Members and open the company's or member's profile. Find the invoice for which you want to issue a refund.Or go to
Billing > Invoices and find the invoice for which you want to issue a refund.
Open the invoice and click Credit Note.
In the Add Credit Note dialog, select the line items you want to refund.
Click Add.
Refund a deposit
If you're refunding a security deposit that is marked as Paid but was never invoiced:
Go to
Operations > Members and open the member's account.
Click the cogwheel next to the deposit fee.
Click Add Credit Note to issue the credit manually.
In the Add Credit Note dialog, click Add.
Step 2: Record the refund
To record the refund against the Credit Note:
Go to
Billing > Invoices and open the newly created Credit Note. It has a red CR 
label next to its number.
In the Refunds section, click Add Refund.
Select the Payment Method used for the refund (for example, bank transfer or card).
Enter the Amount, Reference, and Date of the transaction.
Click Add to confirm.
If you use Xero or QuickBooks, the Credit Note will sync with them. However, only Xero supports syncing the actual refund transaction.
Recording refunds with QuickBooks
The QuickBooks integration does not support refunds using Credit Notes. If you try to sync a Credit Note with a refund, it will cause an error.
Workaround for QuickBooks:
Ensure the invoice is already synced to QuickBooks.
Create a Refund Receipt in QuickBooks to record the refund.
Copy the Refund Receipt Number.
In OfficeRnD Flex:
Create a matching Credit Note.
Record the refund using the number of Refund Receipt in QuickBooks.
Prevent syncing issues
Depending on your sync settings, you may need to prevent OfficeRnD from syncing the Credit Note to QuickBooks.
If sync is automatic:
A Credit Note will auto-sync to QuickBooks.
Delete or void this duplicate Credit Note in QuickBooks.
In OfficeRnD, open the Credit Note and clear the Enable Sync checkbox.
If sync is manual:
The Credit Note will not sync until you trigger it.
Clear the Enable Sync checkbox to prevent it from syncing entirely.
This setup ensures that:
The refund is correctly reflected in QuickBooks.
OfficeRnD contains a Credit Note that matches your records.
Record a refund in Stripe
If you use Stripe to process payments, you can issue refunds directly through Stripe and reflect them in OfficeRnD.
FAQ: Credit Note refunds
Does recording a refund automatically refund the customer?
Does recording a refund automatically refund the customer?
No. Refunds must be completed manually through your payment gateway, bank, cash, or cheque.
Can I refund only part of an invoice?
Can I refund only part of an invoice?
Yes. When creating the Credit Note, you can select specific line items or partial amounts.
Can I refund a deposit that was never invoiced?
Can I refund a deposit that was never invoiced?
Yes. Use the Add Credit Note option from the deposit entry in the member's account.
Does OfficeRnD sync refunds to QuickBooks?
Does OfficeRnD sync refunds to QuickBooks?
No. Credit Note refunds do not sync to QuickBooks. You must manually record the refund in QuickBooks and adjust your OfficeRnD settings to prevent duplicate entries.
Can I turn off syncing for a Credit Note?
Can I turn off syncing for a Credit Note?
Yes. Open the Credit Note in OfficeRnD and clear the Enable Sync checkbox to stop the Credit Note from syncing to QuickBooks.
Will Xero sync the Credit Note refund?
Will Xero sync the Credit Note refund?
Yes. Xero supports syncing both the Credit Note and the refund allocation.