Refunds, voids, and balance adjustments

Voiding a scheduled payment

If a payment hasn't been collected yet, you can void it to remove it from the schedule entirely. This works for payments in the Scheduled or Awaiting check status - once a payment has been processed, it can't be voided.

Open the payment from the Payments section, click Void, and confirm. You'll also see the option to spread the voided amount over remaining payments, which divides the cancelled amount evenly across any future scheduled payments so the total owed stays the same. If you don't spread the amount, the camper's balance will reflect the reduction.

You can also void multiple payments at once using bulk actions from the Payments Datatable. Select the payments you want to cancel, choose Void, and confirm.

Adding a manual transaction

For adjustments outside the normal payment flow - like issuing a credit, applying a manual charge, or recording an offline refund - use the Add transaction button on the enrollment's Billing tab.

Choose Credit to reduce what the family owes (refunds, courtesy discounts, or corrections) or Debit to add a charge (late fees, replacement costs, or other extras). Enter the amount, add a description so your team knows what it's for, and save. The transaction appears immediately in the billing history and the balance updates automatically.

Manual transactions can be edited or deleted later as long as they aren't linked to a processed payment.

Processing a refund

When you need to return money that's already been collected, the workflow depends on how the payment was made.

For card or ACH payments processed through Stripe, you'll handle the actual refund through your Stripe dashboard. Once the refund is processed on Stripe's side, add a matching credit transaction in Campfront with the category set to Refund so the camper's balance reflects the returned amount.

For check payments, coordinate the refund with your finance team and record it as a credit transaction in Campfront to keep the billing record accurate.

Editing a scheduled payment

Payments that haven't been collected yet (Scheduled, Awaiting check, or Failed) can be edited. Open the payment and update the payment date, payment method, or collection type as needed. You can also edit multiple scheduled payments at once through bulk actions to change dates or payment methods across a group.

Marking a check as received

When a family sends a check payment, open the payment record and click Mark as received. Enter the check number for your records, and the payment status moves to Paid. The family receives an automatic confirmation email, and the billing balance updates immediately.

How balances are calculated

A camper's balance is calculated from the sum of all their transaction records - not directly from payments. Debits (enrollment fees, add-ons, surcharges, taxes) increase what's owed, while credits (payments received, discounts, refunds, adjustments) reduce it. This means any manual transaction you add is immediately reflected in the balance.

The Billing tab shows a breakdown of admission fees, additional fees, total owed, total paid, and the remaining balance - giving you a clear picture of where things stand at any point.