Company logoHelp Center
Visit www.recur360.com

RECUR360Pay Refunds

9 min. readlast update: 05.21.2026

RECUR360Pay Refunds

 

You can void/ refund payments   inside RECUR360!

    • If you see this message it means you need to setup the automations, or issue a manual refund.
  •  
    • To issue a manual refund through Pulse, visit our Manual Refunds article.

If you have not yet visited the Payment Processor settings, please visit the Setup section below. 

Click to expand each section

Setup

For the process to work correctly we will need to also setup NSF Automations and enable Automated Deposits. 

    • Most users will need to setup a clearing type bank account, and items in QuickBooks first. 
    • The process is a little different depending on your version of QuickBooks. 

Click each section to expand

QuickBooks Online 

We will cover the setup of the NSF Clearing Account and the NSF Items

Click each section to expand

QuickBooks NSF Clearing Account 

If you do not have an NSF clearing account set up, you will want to start there. In QuickBooks Online click settings- Chart of accounts. 

    • Click the green 'New' button in the upper right.

    • Enter the Account name and the account type.
    • The account type will need to be a 'Bank' type for the clearing account. 

    • Then click the green 'Save' Button at the bottom. 

Now lets move to the QuickBooks Items below

QuickBooks Items

You will need 2 new parts in your QuickBooks Item list:

    • In QuickBooks the first product/service is NSF Invoice item:

undefined

Note: The NSF Return item should NOT be linked to a Sales income account - this item will be used to invoice for the return and should be linked to a "Bank" type GL account (above you see it is linked to an NSF Clearing Account). This way you can track the balance in the NSF Clearing account and zero the GL account back out when Recur360 records the payment being deducted from your bank deposit.

    • In QuickBooks the second product/service item is an NSF fee. 

undefined

If you just created these items in QuickBooks, you will need to Sync Data in Recur360 so they will be available to select them in the next steps.

QuickBooks Desktop 

Lets start with the setup of a NSF Clearing Account and the NSF Items

Click each section to expand

QuickBooks NSF Clearing Account 

If you do not have an NSF clearing account set up, you will want to start there. In QuickBooks Desktop click Lists- Chart of accounts. 

    • Click the arrow next to 'Account' in the bottom left and select 'New' at the top of the menu.  

    • Click the radial next to Bank, then select continue. 

    • Put in the account name and make sure the account type says 'Bank'. Then select save and close. 

QuickBooks Items

To finish setting this up you will need 2 new parts in your QuickBooks Item list:

    • Click Lists- Item lists

    • Click the arrow next to 'Item' at the bottom left of the screen. 

 

    • In QuickBooks the first product/service is an NSF Invoice item. Make sure to check the 'Type' then enter a name for the item. Also make sure the account at the bottom is the clearing account created. Click 'OK' to save. 

Note: The NSF Return item should NOT be linked to a Sales income account - this item will be used to invoice for the return and should be linked to a "Bank" type GL account (above you see it is linked to an NSF Clearing Account). This way you can track the balance in the NSF Clearing account and zero the GL account back out when Recur360 records the payment being deducted from your bank deposit.

    • In QuickBooks the second product/service item is the NSF fee. 

If you just created these items in QuickBooks, you will need to Sync Data in Recur360 so they will be available to select. 

    • Run the Web Connector to sync the data. 

 Now that we have the clearing account and items set up in QuickBooks we can finish the setup in Recur360.

    • In order to carry out this ‘Void/Refund Invoice’ process, you must visit Settings->Payment Processors and setup various settings under RECUR360PAY

Scroll down to the Recur360Pay Settings. 

    • We will be starting under the Charge Back, ACH/EFT Return, Void, and Refund Settings 

    • Under the Void, Card Chargeback, and ACH/EFT Return Actions

 

When a payment is found to be Voided:

 

When a payment is found to be Charged Back/Returned:

 

The next 3 options are available to automatically restrict, or remove the customers payment method if the payment is found to be charged back/ returned. 

    • Next, under the ACH/EFT NSF, Chargeback NSF, and Refund Invoice Settings, scroll down to the Returned Check Item (Used on ACH/EFT Returns)

    • Here we will select the NSF Item we created in QuickBooks. 

Now lets use that same item for:

    • Card Chargeback Item (Used on Card Chargebacks)
    • Refunded Check Item (Used on ACH/EFT Refunds)
    • Card Refund Item (Used on Card Refunds)

For the next 2 options decide what terms are to be used on refund and chargeback invoices.

The last step in this section is to choose if there will be a processing fee to original invoice. 

    • This can be a flat amount or a percentage of the invoice.
    • You will use the NSF fee that was setup in QuickBooks earlier

Note: There is a charge for any chargebacks or ACH returns to you automatically of $25.00

Now you can visit our Automated Deposits article for the rest of the setup. 

Automated Deposits

After NSf automations are enabled, you can enable the setting for Automated Deposits near the bottom. 

    • The first setting asks what date you wish to begin syncing deposits into QuickBooks. On the next Recur360Pay sync it will create deposits beginning with that date.

    • Choose the bank account you would like deposits recorded into. This should match the bank account where your deposits from Fullsteam (Recur360Pay) are deposited into.
    • Recur360 will also record the monthly merchant fees that are deducted from your account. Set which Vendor (we recommend you set up a "Fullsteam" vendor for this) you would like the expenses linked to and the expense accounts you would like recorded on the deposit for those fees. Fullsteam will make 2 withdrawals for your monthly merchant fees, one for ACH fees and another for Card fees.

    • You will need to set the payment method and class, if you are using classes, to be used when recording the return on the deposit.

Note: Remember to  at the bottom of the page. 

Congratulations!!! You have now completed the setup process!

Voiding/Refunding Payments 

If you visit any payment on invoices or in reports, you will see a Void/Refund Payment button next to the payment.

    • This option will bring up details about the payment
    • What action it will take in QuickBooks
    • And/or details about how the payment was processed with RECUR360PAY. 

Depending on the status of a RECUR360PAY processed payment, you will see an option to either process a void or refund for the payment.

    • Similarly you will see options to void or refund the corresponding QuickBooks payment. 
    • Voidable payments can be voided with the payment processor and/or make the payment in QuickBooks change to a $0 payment.
    • This would make any invoices the payment was originally on open to receive payment. 

 Refundable payments can be refunded with the payment processor.

    • For the payment in QuickBooks, a process similar to how Card Chargebacks/ACH returns operate would be followed.
    • Just like those, refunding a payment involves returning money that was already recorded/collected.
    • To account for this, RECUR360 will automatically create what we call a ‘Refund Invoice’ for the amount of the payment on a line with an item mapped to a Clearing Account.

 

    • The original QuickBooks payment will then switch to being applied to this ‘Refund Invoice’.
    • Any Invoices the original payment was on will then become open again.

    • After that process carries out, you can optionally visit those now open Invoices and create Credit Memos against them right from inside of RECUR360, as described here: Credit Memos
QuickBooks Desktop (How it works)

In QuickBooks Desktop we record the Refund Invoice to the item setup which will add to the Clearing GL account.

    • When the money is deducted from your bank account for the refund we record that deposit like a bank transfer since Desktop will not allow for a negative deposit. 
    • This will balance out the Clearing GL account. 

QuickBooks Online (How it works)

In QuickBooks Online we are able to post a negative deposit when the return is taken back out of your bank account.

    • We still use the Clearing GL account when the negative deposit is prosessed to balance out the account.

Processed Void/Refund History Report
    • Here you can see all of the refunds and/or voids processed on your account in one place. 

You will be able to see:

    • The date and time the Void/Refund was created
    • What user created the Void/Refund 
    • The Customers Name 
    • Customer Type 
    • Void/Refund Type 
    • Amount of the Void/Refund 
    • The Invoice Number 
    • Payment Type
    • Account Holders Name. 

Clicking the Scroll Right will display:

    • The Payment Details 
    • Void/Refund ID 
    • Original Payment ID 

    • If you would like to see just the voids, or only the refunds, click the Filters in the upper left by the search  
    • Here you will be able to switch the report to show just the voids or only the refunds processed. 

 Once the report has been filtered, it can be downloaded to an Excel sheet. 

The Excel sheet will include columns for:

    • Time Created
    • Created By
    • Customer
    • Account Holder Name
    • Customer Type
    • Recur360 Id
    • Void/Refund Type
    • Amount
    • Invoice Date
    • QuickBooks INV
    • Payment Type
    • Payment Details
    • Void/Refund Id
    • Original Payment Id

 

 

Was this article helpful?