Refund Operations
Learn how to process refunds for payments received via payment links, including full and partial refunds.
What is a Refund?
A refund is the process of returning money to a client who has already paid via a payment link. When you initiate a refund, the payment provider (Stripe, iyzico, or PayTR) processes the return and the amount is credited back to the client's original payment method.
When Can You Refund?
You can only refund sessions that have been paid via a payment link. Here's the breakdown:
Paid via Link
Can be refunded (full or partial).
Paid Manually
Cannot be refunded through the system (handle outside the app).
Link Sent
No payment received yet - nothing to refund.
Unpaid
No payment received - nothing to refund.
Free
No charge - nothing to refund.
Types of Refunds
Mindora supports two types of refunds:
Full Refund
- Returns the entire payment amount to the client.
- Session status changes to "Refunded".
- Use when cancelling a session completely.
Partial Refund
- Returns only a portion of the payment.
- Session status changes to "Partially Refunded".
- Remaining amount stays as paid.
- Session fee is updated to the kept amount.
- Use for no-show penalties or session adjustments.
How Refunds Affect Session Fee
When a refund is processed, the session fee is automatically updated to reflect the kept amount:
If a session fee is ₺1,500 and you process a ₺500 partial refund, the session fee will automatically update to ₺1,000. This change is recorded in payment history.
For more details about payment events, see the Payment History guide.
How to Process a Refund
Follow these steps to refund a payment:
Go to Payments
Navigate to the Payments module from Management > Payments in the header menu.
Find the Session
Locate the session you want to refund. It must show "Paid via Link" status.
Open Manage Payment
Click on the session row to open the Manage Payment window.
Click Refund
In the Manage Payment window, click the Refund button.
Choose Refund Type
Select full refund or enter a partial amount.
Select Reason
Choose a reason for the refund (session cancelled, no-show, client request, etc.).
Confirm
Review the details and confirm the refund.
If the payment integration used to process the payment (e.g. Stripe, PayTR) has been disconnected, the refund button is disabled. When you disconnect an integration, Mindora deletes your credentials for security reasons, so it can no longer communicate with the provider. In this case:
- The refund button is disabled with a tooltip explaining why.
- You need to process the refund manually from your payment provider's dashboard.
- Alternatively, you can reconnect the integration to enable refunds through Mindora again.
Although very rare, if a temporary connection issue occurs while processing the refund (such as a network interruption or provider downtime), the system may not be able to complete it. In this case:
- The payment status remains unchanged — no partial state.
- An error toast is shown explaining that the refund could not be processed.
- You can retry the refund through Mindora — since the integration is active, this is a temporary issue.
Refund Statuses
After initiating a refund, you'll see one of these statuses:
Refund Pending
- Refund is being processed by the payment provider.
- Usually completes within minutes.
- Do not initiate another refund while pending.
Refunded
- Full refund completed successfully.
- Amount will appear in client's account within 1-14 business days.
Partially Refunded
- Partial refund completed.
- You can still refund the remaining amount.
- Shows how much was refunded vs. remaining.
Common Scenarios
Session Cancellation + Refund
When you cancel a session that's already been paid via link:
- The system will ask if you want to process a refund.
- You can choose to refund fully, partially, or not at all.
- If you don't refund, the payment record is preserved.
No-Show + Refund
When marking a paid session as no-show:
- You can keep the full payment (no-show policy).
- You can partially refund (e.g., 50% penalty).
- You can fully refund (goodwill gesture).
Refund After Session Completed
In rare cases where a refund is needed after the session:
- Go to the session's payment details.
- Initiate the refund with appropriate reason.
- The session remains in history with "Refunded" status.
Refunding Bulk Payment Links
When a client pays for multiple sessions with a single payment link, you can still refund individual sessions:
Single Session Refund
- You can refund just one session from a bulk payment.
- The refund amount will be that session's fee only.
- Other sessions in the bulk payment remain "Paid via Link".
Multiple Session Refund
- You can refund multiple sessions from the same bulk payment.
- Each session is refunded individually.
Full Bulk Refund
- Refund all sessions from the bulk payment.
- Total refund equals the original payment amount.
Refund Time Limits
Each payment provider has different refund time limits:
Refund Fees
Good news: Payment providers typically don't charge additional fees for refunds. The original transaction fee may or may not be returned depending on the provider:
Viewing Refund History
All refunds are recorded in the session's payment history:
Go to the session details.
Open the Payment History section.
You'll see refund events with timestamp and amount.
Each refund shows who initiated it and the reason.
Fee change after refund is also recorded separately.
Learn more about all payment events in the Payment History guide.