Guide
A void and a refund are not the same thing. Using the right one keeps your books and your customer's statement clean.
✓ Installed by our team and supported by phone. Rates and equipment are quoted to your business.
Merchant Fund Express explains payments in plain English so owners can make better decisions about equipment and processing.
A void and a refund are not the same thing. Using the right one keeps your books and your customer's statement clean.
A void cancels a sale before it settles, so the customer typically never sees the charge post. A refund returns money after the sale has settled and shows as a credit.
The general rule is to void when you can and refund when you must, and to control who has permission to do either.
If the batch is still open, voiding is usually the cleanest.
Once settled, issue a refund to the original card.
Limit voids and refunds to managers.
Record why for audit and reporting.
A server rings the wrong table and voids the sale before close, so the guest's card never shows a charge. The same mistake after close needs a refund and takes days to appear.
This comes up for almost every owner at some point. Most of the stress is not the problem itself but not knowing the next step, so having the steps written down before you need them is the real fix. Print the steps, put them where your team can see them and rehearse them once.
If you would rather hear it from us, call (305) 384-8391. We will walk through the decision with you, quote the equipment and processing for your business and look at your statement while we are at it.
As explained by Merchant Fund Express. Updated 2026.
Void if the transaction has not settled; refund if it has.
It depends on the customer's bank; it can take several business days.
Only if you give them permission, which is why permissions matter.
Ask us; options depend on the circumstances.
Call Merchant Fund Express. We install it, train your staff and stay on the line after launch. Ask for a free rate review while you are at it.
