Articles on: Pricing & Payments

Charging and Refunding Credit Cards

💳 Charge and Refund Credit Cards in Fleetwire


Taking a payment over the phone or at the counter? Charge the renter's card straight from the order, and refund it from the same place.


Note: Card payments need a connected payment provider. See Connect Stripe to Accept Payments. With Square, charge renters by sending a payment link; charging a card directly isn't available yet.


🛠 Charge a Card


Step 1: Open Add payment


  1. Go to Orders and open the order.
  2. In the Payments panel on the right, click the payment-status button (for example + Payment Due).
    • Or, in the Invoices card, click Collect on an invoice to fill in that invoice's balance.
  4. Choose Charge a card.


The Add payment dialog: Charge a card, Send a payment link, Record a payment, and Save a card.


Step 2: Enter the Amount and Card


  1. Choose Charge now, or Hold (authorize) to hold the money without charging it. A hold must be captured or released within 7 days.
  2. Check the Amount (and Security deposit, if there is one).
  3. Pick one of the renter's saved cards, or click Use a new card and enter the card and Name on card.
  4. Click Charge $X (or Hold $X).


The Charge a card form with Charge now or Hold, the amount and deposit, and the card.


The payment shows in the Payments panel straight away.


When the Bank Asks for Approval


Some banks make the cardholder approve a charge (3D Secure). The dialog then stays on Approval needed instead of closing:


  • Text to renter or Copy link sends them a Fleetwire link to approve the payment on their phone.
  • Cancel payment voids it if you'd rather try another card.


Approval needed: send the renter the link so they can approve the charge with their bank.


It doesn't count as paid until the renter approves it. Fleetwire updates the order on its own once they do.


Save a Card for Later


Choose Save a card (Stripe only) to keep a card on the renter's profile without charging it. You can charge or hold it later from the same dialog.


↩️ Refund a Card Payment


  1. In the Payments panel, click the payment. Its details open.
  2. Click Refund payment.
  3. The Refund Payment dialog shows the original amount, what's already been refunded, and the refundable amount. Enter the Amount and click Refund $X.


The payment's status changes to Refunded or Partial refund.


Discount after payment? If you give a discount or apply a coupon after the renter has paid, Fleetwire offers Refund $X to their card straight away.


Holds: For a hold you haven't captured, open it and choose Release Hold (deposits) or Cancel Authorization instead. See How to Authorize and Capture Credit Card Holds.


🚀 Next Steps


Updated on: 27/10/2026

Was this article helpful?

Share your feedback

Cancel

Thank you!