💳 Register External Payments and Refunds in Fleetwire!

Fleetwire lets you register payments accepted outside the platform, ensuring your records are up-to-date. You can also issue refunds and delete manual payments if needed. Let’s walk through how to manage these transactions for your orders!

🎯 Why Register External Payments?

Registering external payments in Fleetwire helps you:

Track All Payments: Keep accurate records of money received outside Fleetwire.
Manage Refunds: Issue refunds for external payments easily.
Correct Errors: Delete accidental manual payments (but not Stripe payments).

Note: Payments made through Stripe cannot be deleted, as they’re processed externally.

🛠 How to Register Payments and Refunds

Follow these steps to register external payments, issue refunds, and delete payments in Fleetwire.

Step 1: Register an External Payment

Record a payment you’ve accepted outside of Fleetwire.

Go to Orders and view the order.
In the right sidebar, click the Payment button.
Fill in the amount you want to register.
Click Save to record the payment.



Pro Tip: Register external payments immediately to keep your financial records accurate.

Step 2: Register a Refund

Issue a refund for a payment you’ve registered.

View the order in Orders.
In the right sidebar, hover over the payment you want to refund.
Click Refund.
Fill in the refund amount and confirm.



Quick Tip: Double-check the refund amount to avoid errors, as it affects your accounting.

Step 3: Delete a Manual Payment

Remove a manual payment if it was added by mistake (Stripe payments cannot be deleted).

View the order in Orders.
In the right sidebar, click the manual payment you want to delete.
Click the Delete Payment trash can icon and confirm.



Quick Tip: Deleting a payment is not the same as refunding—use this only for correcting errors.

Step 4: Test Your Payment Records

Ensure your payment records are accurate after registering, refunding, or deleting.

View the order in Orders to confirm the payment, refund, or deletion is reflected.
Check your financial reports in Reports to ensure accuracy.
Adjust as needed to maintain correct records.

Warning: Deleting payments affects your financial records—ensure you’re not removing a valid payment by mistake.

🌟 Payments Registered, Records Updated!

You’ve successfully registered external payments, issued refunds, and deleted manual payments in Fleetwire! Your financial records are now accurate and up-to-date. Review your orders today to ensure everything looks good.

🚀 Next Steps

Enhance your payment and order management with these tips:

Configure Payments: Set up Stripe with Configuring Payment Settings at Checkout in Fleetwire.
Track Orders: Monitor rentals with Registering Pickups and Returns in Fleetwire.
Manage Deposits: Handle refunds with Adjusting Security Deposit Settings in Fleetwire.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy managing! 🌟

Updated on: 15/05/2025