PracticeQ Payments: Refunds

Refunds for credit and debit card purchases can be issued up to 180 days after the original transaction.
This window was increased on August 18, 2026. Please note the following:
- Eligible Transactions: Any transactions still within the 120-day window as of August 18 can now be refunded up to 180 days after the original sale date.
- Archived Transactions: Transactions past the 120-day mark prior to August 18 were archived and cannot be refunded through the system or unarchived.

There is no fee to your practice of issuing a refund.
The processing fee from the original transaction will not be refunded to your practice.

Using an example of a $2000 sale where $100 was refunded:

If the $100 refund is done as a part of the same daily batch, it will show in your bank account as a deposit of $1900 for that day.
If you run the sale and the refund before the batch has closed for the day, it will never settle, so the refund will be counted as a void. If this is the case, the total deposit (assuming it was just that one transaction) will be $1900.
However, if it is a true refund, where it is processed after the initial batch closed, the full $2,000 will be deposited from the original transaction, and the $100 refund will be taken out of the batch on the day of the refund.

While there is no set limit, be mindful of how many refunds you issue. Stax, the processor for PracticeQ Payments, tracks the ratio of refunds to processed payments.
Merchants with a high refund ratio will be placed on a risk hold while Stax looks into their account details. During a risk hold, deposits to your account will likely be paused.
While on a risk hold, you will be asked to provide the last three months of bank statements so the processing risk team can confirm that the account is funded regularly and is not often cleared out to a zero balance.