Charge deposit, do a refund, do an extra charge
Payments made on the website are charged directly to the customer’s credit card at checkout.
If a deposit is enabled, an amount is also reserved on the customer’s card. This is not a charge — the money is not taken, but temporarily held and reduces the customer’s available balance.
In the order, you can:
- capture (charge) the deposit
- refund a payment
- charge an additional amount (for example, if the rental period is extended)
To access these options:
Admin → Orders → Select order → Payments
1. Capture deposit (withdraw from deposit)
Use this to charge all or part of the reserved deposit.
- Enter a description
- Enter the amount to charge
This charges the reserved deposit.
2. Refund
Use this to return money that has already been charged.
Refunds in Sharefox are done per payment, not per order total.
This means you must refund each payment separately.
Example
-
One payment: 1530
→ You can refund up to 1530
- Two payments: 1530 + 1530 = 3060
- → To refund 3060, you must:
- refund 1530 from payment 1
- refund 1530 from payment 2
How to refund
1️⃣ Go to the order
2️⃣ Find the order change that includes the payment you want to refund
3️⃣ Open that order change
4️⃣ Go to Payments → ACTIONS (top right)
5️⃣ Select Online Refund
6️⃣ Enter description and amount
7️⃣ Click Confirm
The customer will receive a receipt automatically.
⚠️ Note:
The payment must be settled (received in your account) before it can be refunded
You cannot refund payments older than 180 days
3. Extra charge
Use this to charge additional costs (e.g. extended rental, damages).
- Update the order (e.g. extend rental period or add costs)
- Enter a description
- Enter the amount to charge
The system will attempt to charge the customer’s stored card (via NETS).
The customer will receive a receipt automatically.
⚠️ Note:
Extra charges must be made within 90 days of the original transaction
Overview
After performing any of the actions above, you can see a summary in the note box in the information tab
Q: When does the customer get the deposit back?
A: A deposit is a reservation, not a charge.
This means:
- No money is taken from the customer’s account
- The amount is only held and reduces their available balance
The reservation is automatically released by the customer’s bank (Visa/Mastercard).
How long this takes depends on the bank, but once released, the amount becomes available again.
👉 The customer does not receive a refund — the reservation simply disappears.