1. Open the invoice and identify the original transaction, gateway, amount and currency.
2. Check for earlier partial refunds, disputes or chargebacks at both WHMCS and the provider.
3. Confirm the approved refund amount and whether related services should continue, cancel or change billing dates.
4. Open the invoice's Refund tab. If the invoice has multiple payments, select the original payment from Transactions. Enter the approved refund in Amount; leaving this blank requests the entire selected transaction value. Check earlier refunds before continuing.
5. Choose Refund Type: Refund through Gateway, Manual Refund Processed Externally or Add to Client's Credit Balance, according to the actual movement of funds and the module's capabilities. Review any Reverse Payment or affiliate-commission option separately, then submit the deliberate refund action.
6. Verify the resulting provider transaction, WHMCS refund record and invoice ledger.

Recording an external refund does not instruct the gateway to send money. A gateway refund should not be repeated if an administrator has already returned the funds in the provider dashboard. Account credit leaves value available for later purchases and is not the same as a cash refund.

Reverse Payment can alter billing dates and service consequences. It is not a harmless description of a refund. Review the documented behavior for hosting, addons, upgrades and domains before selecting it. Domain registration or renewal at a registrar is not automatically undone by returning the customer's payment.

WHMCS 9.0 preserves published invoices and records applicable adjustments through credit or debit notes. Review the ledger rather than trying to rewrite the original paid line items. Refunds against partially paid invoices can have different note behavior from refunds against fully paid invoices.

Send the customer the confirmed refund amount, destination method and relevant provider reference, using the provider's actual status. Avoid promising a bank posting time that has not been confirmed. Retain the reason and service decision internally so that future billing staff can reconcile the account.

• Correct a WHMCS invoice without losing its audit trail
• Apply and review client credit in WHMCS
• Resolve duplicate recurring payment subscriptions
• Investigate a hosting invoice dispute with a clear record

• WHMCS 9.0 invoice management
• WHMCS credit and debit notes
• WHMCS payment reversals
• WHMCS transactions