Refunds & edited orders

Refunds

A Webflow refund of a whole order creates a credit note for the whole invoice

Webflow refunds whole orders, so Xaldro reverses the whole invoice: the same product, shipping and discount lines with the same tax code, so revenue, shipping and the tax all come back out of your books. When Webflow reports an order as refunded, Xaldro credits the full order total. The credit is dated the day Xaldro posts it, and its reference is "Refund" followed by the Webflow order ID.

What it posts depends on whether the invoice is still open:

Invoice still open (no clearing account mapped): Xero gets a credit note allocated to the invoice; QuickBooks gets a credit memo applied to the invoice. The invoice ends at zero owed.
Invoice paid, clearing account mapped: the money went back to the customer, so Xaldro pays the refund out of the clearing account. In Xero the credit note is paid out as a refund from that account; in QuickBooks a refund receipt is posted from that account.
Invoice paid by hand, no clearing account mapped: the credit note or credit memo is posted and left on the customer for your bookkeeper to apply.

Like invoices, a credit is read back after posting. If its total or tax differs from the refund by more than 1 cent, Xaldro removes it (voids it in Xero, deletes it in QuickBooks) and shows the reason on the order.

Re-processing the same refund does not credit it twice. A refund that arrives while its invoice is still being posted, or is held, is credited once the invoice posts.

Refunds are listed on the order's detail drawer next to the invoice. A refund that could not post shows Refund failed; fix the cause and press Retry refund.

Orders edited after they posted

Once an invoice is posted, Xaldro does not change it.

If an order's total changes in Webflow after its invoice exists, Xaldro leaves the invoice as it is and flags the order Review on the Orders screen. You decide what to do: adjust the invoice by hand, issue a credit, or leave it.

An edit that does not change the total (for example a new address or a status change) is not flagged. A refund is not treated as an edit; it is handled as above.

Disputes (chargebacks)

A dispute is not a refund, and Xaldro does not reverse anything for it. The order shows Disputed (or Dispute lost) in its detail drawer, and its invoice stays as posted. If you lose the dispute, the money has gone back to the customer through your payment provider: record that by hand in Xero or QuickBooks (usually a credit note or credit memo plus the chargeback fee). If the order is later marked refunded in Webflow, Xaldro credits it as a normal refund.

Retrying

If you fix a mapping or reconnect a ledger, press Retry on a held order, or Retry all failed to requeue every held order and refund for the site at once. Retrying does not create a second invoice or credit.