--- title: How to Issue a Refund? description: Refunds in Helix are handled through Credit Notes, allowing you to reverse or adjust payments while keeping the original invoice in your financial records. This ensures accurate tracking, complete audit trails, and compliance with accounting best practices — without deleting invoices or disrupting invoice numbering. --- [Skip to content](https://help.helixbydoctors.com/kb/how-to-issue-a-refund#main-content) English - United States Show submenu for translations ![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png) Open main navigation Close main navigation - English - United States Show submenu for translations - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Helix | Knowledge Base](https://help.helixbydoctors.com/kb?hsLang=en-us) 2. [Patient File](https://help.helixbydoctors.com/kb/patient-file?hsLang=en-us) January 20, 2026 # How to Issue a Refund? ## Refunds in Helix are handled through Credit Notes, allowing you to reverse or adjust payments while keeping the original invoice in your financial records. This ensures accurate tracking, complete audit trails, and compliance with accounting best practices — without deleting invoices or disrupting invoice numbering. ### ⚙️ **Overview** A **Credit Note** (also referred to as a refund) is used when a service or invoice needs to be reversed — for instance, if a patient cancels a service after payment or an adjustment must be issued. Helix provides a structured refund approval workflow that includes: - Refund request creation - Optional approval process - Refund issuance and voucher generation --- ### 🧭 **Navigation Path** #### **Patient File → Financial History → Previous Invoices → Row Menu (⋮) → Create Credit Note** ---   --- ### 🪜 **Steps to Issue a Refund** ### 🧾 **1. Create the Credit Note** 1. In **Previous Invoices**, open the **row menu (⋮)** for the relevant invoice. 2. Choose **Create Credit Note**. 3. A new refund window appears and **auto-fills all details** as if you’re refunding the **entire invoice**. You may: - **✏️ Edit** the refund amount (partial refund). - **💳 Change** the payment method if required. 1. Enter a **Reason** for the refund. 2. Choose the refund **Type** — - **Discount** (partial adjustment) - **Refund** (full or partial return of payment) 3. Click **Credit Note** to submit the request. --- ### 📋 **2. Pending Refunds** After submission, your request appears under: **Finances → Previous Credit Notes → Pending Refunds** Each entry shows: - Invoice Serial - Date - Amount - Reason - Requested By If an **approval flow** is configured, the approver(s) will receive a notification. --- ### ✅ **3. Approval Workflow (If Enabled)** - The approver opens the request → sees a preview of the original invoice. - A **Reason box** allows them to enter notes for approval or rejection. Approver actions: | Option | Meaning | | --- | --- | | **Approve & Issue** | Refund is approved and money is returned immediately. | | **Approve Only** | Refund is approved but will be issued later. | | **Reject** | Refund is denied; request moves to the *Rejected* list. | Once approved, the entry moves to **Approved Refunds**. --- ### 💼 **4. Approved Refunds List** In **Approved Refunds**, you’ll see extra details including: - Approved By - Approved At - Approval Reason - Issue Date From the **row menu (⋮)** you can: - **🕒 Review** – open and verify details. - **🗓️ Issue** – confirm the refund and specify the refund date. - **🚫 Cancel** – withdraw the request before issue. Select the **Issue date** while issuing the refund. Helix automatically prints a **Refund Voucher** for record-keeping. --- ### 🔄 **Credit Note / Refund vs. Invoice Cancellation** | Aspect | **Credit Note / Refund** | **Invoice Cancellation** | | --- | --- | --- | | **Effect** | Reverses payment while keeping invoice visible. | Deletes the invoice entry (no record in the main register). | | **Invoice Number** | Maintains numbering sequence (no gaps). | Creates gaps in numbering (not audit-compliant). | | **Audit Trail** | Shows both the original invoice and refund together. | Removes original transaction visibility. | | **Best Practice** | ✅ Preferred — preserves full traceability and compliance. | ❌ Not recommended (use only for genuine errors). | --- ### 💡 **Pro Tips** 💬 Always include a reason when issuing refunds — it appears in reports and audit logs. 🧾 For clinics in regions with invoice serialization rules (e.g., KSA), **use credit notes instead of cancellation**. 🔒 Refunds can only be processed for **Approved Invoices**. 📊 Use **Reporting → Patient Billing Reports → Credit Notes** to review all refund activity by branch, user, or date range. 🖨️ Always print or export refund vouchers for reconciliation purposes. - [Getting started](https://help.helixbydoctors.com/kb/getting-started?hsLang=en-us) - [Home Screen](https://help.helixbydoctors.com/kb/home-screen?hsLang=en-us) - [Clinical Workflow](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#main-content) - [Administration](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#administration) - [Nurses](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#nurses) - [Consumables](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#consumables) - [Doctors](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#doctors) - [Patient File](https://help.helixbydoctors.com/kb/patient-file?hsLang=en-us) - [Bookings & Calendar](https://help.helixbydoctors.com/kb/bookings-calendar?hsLang=en-us) - [Finance & Accounting](https://help.helixbydoctors.com/kb/finance-accounting?hsLang=en-us) - [CRM & Marketing](https://help.helixbydoctors.com/kb/crm-marketing?hsLang=en-us) - [Inventory Management](https://help.helixbydoctors.com/kb/inventory-management?hsLang=en-us) - [Insurance](https://help.helixbydoctors.com/kb/insurance?hsLang=en-us) - [Control Panel](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#main-content) - [Patient Billing](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#patient-billing) - [Calendar](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#calendar) - [Finances](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#finances) - [Human Resources](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#human-resources) - [Inventory](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#inventory) - [EMR Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#emr-settings) - [CRM Setup](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#crm-setup) - [Structure](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#structure) - [User Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#user-settings) - [Templates](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#templates) - [System Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#system-settings) - [FAQ's](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#main-content) - [Appointments & Calendar](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#appointments-calendar) - [Reports](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#reports) - [Finance](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#finance) - [Human Resources](https://help.helixbydoctors.com/kb/human-resources?hsLang=en-us) [![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png)](http://helixbydoctors.com) [mailto:email@email.com](mailto:email@email.com) Copyright © 2026, Optimus FZCO ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "caption" : { "@type" : "MediaObject", "contentUrl" : "https://help.helixbydoctors.com/media-transcripts/349062649023/en.vtt", "inLanguage" : "en", "name" : "en Captions" }, "contentUrl" : "https://145820380.fs1.hubspotusercontent-eu1.net/hubfs/145820380/video_assets/349062649023/inherited/web_optimized.mp4", "dateModified" : "2026-01-20T09:37:18.023Z", "duration" : "PT1M52S", "height" : 1080, "name" : "Issue refunds revised", "thumbnailUrl" : "https://145820380.fs1.hubspotusercontent-eu1.net/hubfs/145820380/Issue%20refunds%20revised.mp4/medium.jpg", "uploadDate" : "2026-01-20T09:36:27.681Z", "width" : 1920 } ```