Refund an order, in full or by line

The Refund page is the same in the Dashboard and in StoreFleet: Inventory Sync. Refunds are Admin only: in the Dashboard, and in Multi-Store Sync once your workspace has an Admin, a refund waits for an Admin to approve it before any money moves.

Refund in Multi-Store Sync (Shopify admin)

1. Open StoreFleet: Inventory Sync → Orders and click the order.
2. Click Refund.
3. Under Unfulfilled, Fulfilled or Returned, set the Quantity to refund on each line.
4. Tick Restock items on a line to put it back in stock. If the shop has more than one location, pick the Location.
5. To refund shipping, tick Refund shipping and enter the Amount.
6. Optionally type a Reason for refund. Only you and other staff can see it.
7. Check the Summary. To refund a different amount, enter it in Amount to refund; leave it blank to refund the calculated amount.
8. If the order was paid more than one way, choose the payment under Refund from.
9. Tick Send a notification to the customer if the buyer should be emailed.
10. Click the refund button, which shows the amount.

Once your workspace has at least one Admin, Multi-Store Sync does not issue the refund at once: it sends the request to Approvals in the StoreFleet Dashboard and shows Sent for approval. An Admin approves it in StoreFleet Dashboard → Approvals. No money moves until an Admin approves it. If nobody in your workspace uses the Dashboard yet, so there is no Admin, the refund is issued right away and you see Refund issued.

Refund in the Dashboard

Refunding needs the Admin or Manager role. The Refund button is hidden on an order that is already cancelled or refunded.

1. Open Orders & Fulfillment → Orders and click the order.
2. Click Refund. The page is titled Refund followed by the order number.
3. Fill in the lines, restocking, shipping, reason and amount as in the steps above. In the Dashboard the amount field is Refund amount: leave it blank to refund the amount Shopify calculates, or enter 0 to restock without refunding money.
4. Click the refund button.

You see Refund request sent — waiting for an Admin to approve, with View in Approvals. No money moves until an Admin approves it, even when an Admin sent the request. A Manager cannot approve a refund. See Approve or reject a change.

Refunds are always Admin only: you cannot relax them in Approval Settings. A refund cannot be rolled back once it is applied.

Refunds asked for by AI

A refund an AI agent asks for, through MCP or StoreFleet Agent, also waits on Approvals for an Admin; nothing is refunded until then. See What AI agents can and cannot do.

What you cannot do here

• Refund more than the payment can return. You see an error and nothing is refunded.
• Undo a refund. Check the amount before you confirm, or before you approve it.

To take items back before refunding, start a return instead. See Returns.