Practice Ignition does not have a refund function, but we may be able to process a refund to your client as a request on your behalf.
Every refund request is reviewed by our teams as this is a high-risk function for us to perform.
Requesting a refund for a payment made by your client through Practice Ignition
If you need high value or high volume of payments refunded to your client we recommend doing this outside of Practice Ignition (e.g., via a direct bank transfer to your client).
We are unable to refund payments greater than $2,000 (in your local currency) made by ACH (in US), BECS Direct Debit (Australia) or BACS Direct Debit (in UK). This is because under direct debit (bank to bank agreements) customers can still dispute (chargeback) payments even after they are refunded by Practice Ignition. To limit this risk to your business and ours, we have imposed this limit to refunds under these agreements.
For credit card payments in all regions, all charges over $2,000 will be subject to a risk review by Practice Ignition.
Practice Ignition also reserves the right to refuse to process a refund of any value based on a risk assessment of your business and history.
The process for requesting a refund
Contact our support team to request a refund and be sure to submit the below information in your request:
- The client's name
- The date of collection and the amount collected from the client
- Reason for the refund request (Ex. cancelled service)
- The link (URL) of the proposal subject to refund from inside your Practice Ignition account
If our support team requires further clarification to assure we have the correct details, they will also ask for more information.
Please provide any additional information in a timely manner such that we can assess your refund request.
Our support team will then submit this information and confirm within 24 hours as to whether or not we will be able to process your request.
Timeline for processing the refund
If we agree to process your request, the timeline your client can expect a refund deposited to their account will depend on the status of the payment.
Please be sure to inform your client of the expected timeframe to avoid any chance of them lodging a dispute for the payment. Generally this will be 6-8 business days. Practice Ignition reserves the right to charge your account for any refund request that is subject to a dispute by your client.
If the payment has already been disbursed to your bank account, we will need to first reverse this disbursal from your account before issuing a refund.
This will take 6-8 business days to successfully reverse funds from your account and deposit to your clients bank account or credit card.
If the payment has been successfully collected from your client, but not yet paid to you, we may be able to issue a refund within a shorter period. We cannot issue a refund on a payment that has not yet been successfully debited from your client (as this transaction may still be rejected by their financial institution).
It may take longer (up to 14 business days) if:
- Funds have not yet been successfully collected from your client. We will have to wait in case the transaction is rejected.
- Funds have not yet been disbursed to your account. We will have to wait for the disbursal in order to reverse it.
Please make sure you inform your client of the above timelines so that they do not dispute (chargeback) the payment in the meantime.
Please also ensure your account has sufficient balance to allow for the refund amount to be deducted before requesting a refund or the refund will fail to be processed.
Please note that when we are processing refunds, the system may offset this with any incoming or in-transit disbursals.
For example, if you submitted a refund request for $500 and you have an incoming disbursal of $200, the system will deduct $300 from your account and remove your incoming disbursal of $200 - meaning that the refund will total $500.
Possible Refund errors
If we are unable to reverse funds from your account, we will be unable to complete a refund, and we will notify you of possible issues such as:
- No sufficient balance to allow for the funds to be reversed (deducted) to your account first before refunding to your client's account.
- Collections within 90 to 120 days, depending on the bank, may not be refundable on our end. This will then be required to be refunded outside of Practice Ignition.
Charges for Refunds
We do not charge any additional fees to process a refund. The customer will receive the full amount of the payment back into their bank account.
We do not and cannot refund the original transaction fee for the successful collection from the customer.
At the current moment we are unable to process "partial" refunds - refunds of only part of an amount paid by your client.
If a refund is processed by us we will refund the total amount paid by that client in that transaction. If you require a partial refund please perform this external to Practice Ignition by bank transfer to your client.