Refund Request Workflow for WHMCS
Clients ask for a refund from the invoice or service page with a reason, staff approve or decline from one queue, and WHMCS refunds to the gateway or credit.
What will the refund request module do?
It puts a Request a Refund button on paid invoices and service pages while the request window you set per product is open, such as 30 days after payment. The client picks a reason from your list, adds a comment, and asks for the full amount or part of it. Staff approve or decline each one from a queue that shows the invoice, payment, gateway and past refunds. An approval refunds the amount staff settle on, through the gateway or to the client's credit balance, and can terminate the related service. A decline emails the client your reason.
It is built to order: you get the license key at purchase, once I have checked your account, and the download within 7 business days.
What does WHMCS already do, and what does this add?
WHMCS refunds from the Refund tab of an invoice: staff pick a transaction and refund it in full or in part, through the gateway where it supports refunds, as a refund processed elsewhere, or to credit, with an optional payment reversal. On WHMCS 9 this also creates a credit note. What it lacks is the client's side, so requests arrive as tickets with no record of why. This module adds the request, the queue and the reporting, and passes the refund itself to WHMCS's own refund process.
What is included?
| Part | What you get |
|---|---|
| Request form | On paid invoices and service pages, with reason, comment and amount |
| Request window | Days after payment, set per product |
| Queue | Pending requests with invoice, transaction, gateway and refund history |
| Decision | Approve in full or in part, or decline with a reason |
| Refund method | Gateway, account credit, or recorded as processed elsewhere |
| Service | Optional termination of the related service |
| Emails | Request received, approved and declined, plus a staff alert |
| Log and report | Who decided and when; refunds by reason, product and month |
Who is it for?
Hosts with a money-back promise who want every request handled the same way, and teams where billing and support are different people. To talk clients round before they ask for money back, my Cancellation Retention Flow runs an exit survey and save offers at cancellation.
What do you need, and what are the limits?
Requirements: WHMCS 8.13 or 9.x (I confirm your exact version at purchase), PHP 8.1 or newer, and a gateway module that supports refunds if you want money sent back automatically.
Limits: where the gateway module cannot refund, the module records the refund and you send the money from the gateway's own dashboard. WHMCS refunds one transaction at a time, so an invoice paid in several payments is refunded payment by payment.
It costs $39 once for a lifetime license with twelve months of updates and support, and a seven-day refund window. I check each account by hand, which can take up to 24 hours, before the license key is issued, and the download follows within 7 business days of purchase.
Key features
- Request a Refund button on paid invoices and service pages
- Request window in days after payment, set per product
- Reason list you edit, plus a client comment
- Full or partial refund amounts
- Staff queue with invoice, transaction, gateway and refund history
- Approve or decline, with the reason emailed to the client
- Refund through the gateway, to credit, or recorded as external
- Optional termination of the related service on approval
- Decision log and refund report by reason, product and month
Why customers buy this module
- →Refund requests stop arriving as loose tickets
- →Every refund follows the same steps and leaves a record
- →Reasons show which products and plans lose money
- →Staff decide from one screen instead of hunting for the transaction
Frequently asked questions
Can a client get money back without staff approving it?
No. The client only asks; every request waits in the queue until a staff member approves or declines it, and the approver can lower the amount. The request window per product also hides the button once the period you allow has passed, so late requests do not reach the queue at all.
What happens if my payment gateway cannot refund automatically?
When you approve, choose to record the refund as processed elsewhere, then send the money from the gateway's own dashboard. WHMCS still records the refund on the invoice and in your income totals, the client still gets the approval email, and the request is logged like any other. You can also refund to account credit instead.
When will I get it, and what if you can't deliver?
It is built to order. I check your account by hand, which can take up to 24 hours, then issue the license key, and the download follows within 7 business days of purchase. If I do not deliver it in that time, you get a full refund. Once it is delivered, the store's 7-day refund window applies.
Technical specifications
- WHMCS
- 8.13 and 9.x (confirmed at purchase)
- PHP
- 8.1+
- Refund methods
- Gateway, account credit, or recorded as processed externally
- Approval
- Staff decision on every request
- Availability
- Built to order, delivered in 7 business days
- License
- Lifetime, 1 year of updates and support included
- Delivery
- License key after a manual account check (up to 24 hours); download when built
- Refund window
- 7 days
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