How to Handle Refunds in Design Files

Refunds happen — it's just part of running a service-based business. But here's the thing: Design Files and QuickBooks don't talk to each other automatically when it comes to refunds, so a few extra steps keep your books accurate and your client relationships smooth.

Here's exactly what to do, in order.

Step 1: Record the Refund in Design Files

First things first — log into Design Files and document the credit.

Important to know: Design Files does not actually send money back to your client. It's purely for tracking and documentation. The real refund happens outside the platform (more on that in Step 2).

To record it:

1. Locate the invoice you will be issuing the refund for
2. Click the three-dot menu to the right of the invoice and select Record a Refund
3. A separate refund invoice will automatically be generated — select the items you are refunding
4. Review the refund total at the bottom as you select items
5. Save the draft, save and preview, or send directly to your client for reference

That's it, this just creates the paper trail in Design Files.

Step 2: Send the Refund to Your Client

Now for the real refund — getting the money back to your client.

You can use whatever method works best for you and your client:

• Check
• ACH transfer
• Bank transfer
• Credit card refund
• Other electronic payment methods

If your client paid via Stripe, you can issue the refund directly from your Stripe dashboard.

Whatever you choose, hold onto your documentation. You'll need it for Step 3.

Step 3: Loop in C2 Accounting

Once the refund is recorded in Design Files and the funds are back in your client's hands, send the documentation to clients@c2-acctg.com.

Please include:

• Refund invoice Design Files
• Refund date
• Refund amount
• Refund method (check, ACH, credit card refund, etc.)
• Check number, if applicable

Why This Step Matters

Since Design Files and QuickBooks don't sync refunds automatically, this email is what lets us properly record the transaction on our end, keeping your customer balances, income, and bank accounts all matching up.

Have questions about a refund before you issue it? Reach out to us at clients@c2-acctg.com first. We're happy to help you think it through.