Refund payout methods & credit notes

When you process a refund, Wielo lets you choose how the money goes back to the guest, and records every refund as a credit note against the original invoice.

Choosing the payout method

On both the Refunds queue (when you approve a guest request) and the Issue refund panel on a booking, you'll pick one of:

• Paystack (card) — you send the refund back to the card the guest paid with; Wielo records it and notifies the guest.
• PayPal — you send the refund back through PayPal; Wielo records it and notifies the guest.
• EFT / bank transfer — you send the money yourself by bank transfer; Wielo marks it as paid and notifies the guest.
• Manual / other — cash or any other arrangement you settle outside the platform.

The method defaults to however the guest originally paid, which is usually what you want — a refund normally goes back the way it came. Every refund is recorded as host-sent in the audit trail, and the guest is notified with the method you chose.

Credit notes

A credit note is a document that records money credited back to a guest against an invoice. You'll find them under Finances → Credit Notes.

• Automatic — the moment a refund completes, a credit note is created for the refunded amount, linked to that booking's invoice.
• Manual — open any invoice and click Create credit note to credit an amount with your own reason (e.g. a goodwill gesture), without processing a card refund.

Each credit note carries its own number (CN-NNNN), a frozen snapshot of the host and guest details, and the credited line items. You can cancel a credit note if it was raised in error.

Good to know

• Every refund is currently host-sent; the chosen method is always recorded so the audit trail and the guest's notification are correct.
• A credit note never exceeds the invoice total.
• Credit notes appear on the related invoice page as well as in the Credit Notes list.