Refunding monies held on an applicant

If you're holding money on an applicant's contact record that hasn't been allocated to a charge, for example a holding deposit, you can refund it from their contact record. Before you refund, add the applicant's bank account details.

Adding bank account details to an applicant

Add the applicant's bank account, so the refund can be paid to them.

1. Click Contacts on the main navigation bar
2. Select the relevant contact (applicant) from Recent & Favourite Contacts
   1. Alternatively, find the contact (applicant) using the Search Contacts bar in the top right
3. Click Contact on the side menu
4. Click the Bank Details top tab
5. Click Add Bank Account
6. Locate the applicant's bank in the list and click Select
7. Click Confirm

Alternatively, if the bank isn't listed, you can add a new bank account.

1. Click Add Bank Account
2. Click Add New
3. Enter the relevant bank branch details and click Ok
4. When the details have been verified as correct, click Confirm
5. Enter the bank details for the applicant and click Add

Refund held money to the applicant

Refund all or part of the money held, using the Refund Monies Held option.

1. Click Contacts on the main navigation bar
2. Select the relevant contact (applicant) from Recent & Favourite Contacts
   1. Alternatively, find the contact (applicant) using the Search Contacts bar in the top right
3. Click Actions
4. Within the dropdown menu, click Refund
5. The Refunds For window opens. Complete the following:
   1. Refund Date - Enter or edit the date for the refund
   2. Refund Type - From the dropdown, you can select your preferred payment type for how you are going to pay the money back to the applicant
   3. Send Refund - Ensure this is ticked if it isn't already
   4. Refund from Client Account - Select which bank account you are refunding the money from
   5. Bank Reference - Add a reference if necessary
   6. Refund Monies Held - Tick this option and then enter the amount you want to refund in Monies Held to Refund. This can be the full amount or part amount
6. Click Update

The refund notice is automatically sent via the applicant's preferred contact method.

A record of the refund is available to view in the applicant's Timeline, where you can click View to open it. It's also recorded in Transactions on the side menu.

The transaction will also be in your relevant Client Account Reconciliation list so you are able to confirm the refunded money has been paid out of your client account.

• Related Help Centre articles that you may find useful.

  Receipting money on a Tenancy

  Receipting monies on an applicant

  Receipting monies held on an applicant

  Refunding an applicant