Learn how to credit a paid invoice and issue a refund to your client, whether via Konfidens Pay or a manual bank transfer.
Prerequisites
An invoice that has already been paid
Konfidens Pay set up if you want to refund automatically (a manual bank transfer option is also available)
1. Open the paid invoice
Navigate to the invoice you want to refund from your invoices list.
2. Credit the invoice
Before you can refund anything, the invoice needs to be credited first.
Click the three dots on the invoice's row
Select Credit Invoice
You'll see a warning — click Credit Invoice again to confirm.
💡 Crediting an invoice automatically creates a new draft invoice. You can delete this later if you don't need it.
3. Review the credit note
Once you credit the invoice, Konfidens creates a credit note — essentially a negative invoice that cancels out the original one. You'll see the original invoice and the credit note displayed one above the other.
4. Choose how to refund
Crediting the invoice cancels the charge on paper, but you still need to actually pay the money back to the client. You have two options:
Manual refund — if you're refunding via bank transfer yourself, click Register manual refund, choose how it was refunded, and click Register refund
Refund with Konfidens Pay — refunds automatically through the same payment method the client originally used
5. Refund manually (optional)
If you're handling the refund yourself outside Konfidens, click Register manual refund to bring up the menu, pick the refund method, and confirm.
6. Refund with Konfidens Pay
For a fully automated refund, click Refund with Konfidens Pay.
You'll then see a confirmation screen. Click Refund to send the money back to the client automatically, taken directly from your Konfidens Pay balance.
✅ With Konfidens Pay, there's nothing to wire manually — the refund goes straight back to the client's original payment method and comes out of your Konfidens Pay balance automatically.
7. Track the refund progress
After clicking Refund, you'll see a progress bar showing the refund is in progress and awaiting confirmation. Once the payout completes, the status updates automatically.
8. Clean up the draft invoice
Refunding an invoice leaves behind the draft that was created when you credited it. You have two paths from here:
Reissue the invoice — click See draft to open it, then adjust the price or details and issue it again
Delete the draft — if you don't need a new invoice, open the three-dot menu and select Delete
9. Mark the booking status when deleting
If you choose to delete the draft, you'll be asked how to mark the related appointment:
Make the booking free
Cancel the booking
Mark it as externally invoiced
Pick whichever reflects why you're refunding — for example, if the booking was cancelled and the client shouldn't be charged, select that option and click Delete.
10. Confirm the refunded status
Once everything's saved, head back to your invoices list — the refunded invoice now shows a blue Refunded badge.
