Articles on: Invoice Content

How to add refund amount in an invoice

Including the refund amount on your invoices ensures customers have a complete financial record of their order — including any returns, cancellations, or partial adjustments. This builds trust by showing the exact amount returned and helps both you and your customers reconcile payments without needing to check separate refund confirmations. The refund row appears automatically whenever a refund has been issued on the order, so fully paid orders with no refunds remain clean and uncluttered.


Open the Payment details settings


  1. Open the Invoice Falcon app from your Shopify Admin.
  2. Click Templates in the left navigation menu.
  3. Click on the template you want to customize (or click Edit on the template row).
  4. Scroll to the Visual editor section and click the Open visual editor button.
  5. In the left panel, click the Order total information section to expand it.
  6. Scroll past the Order summary, Shipping details, and Tax details sub-sections to find the Payment details sub-section.


Note: The Payment details sub-section also contains Amount in words and Total weight fields — those are separate from the refund amount and are covered in other articles.



Understanding the refund amount field


The Order refund amount checkbox controls two things on your invoice: a "Refunded" row in the totals area and a refund badge next to each refunded product in the items table.


Refunded row in the totals area


  • When enabled, a Refunded row appears below the grand total row in the order totals area.
  • The row shows the total amount refunded for the order, displayed with a minus sign and the currency symbol (e.g., "Refunded: -$1,807.00").
  • The refunded amount includes all refunds issued against the order — whether from full returns, partial refunds, or manual adjustments made through Shopify Admin.
  • The label uses the translated text "Refunded" by default. You can change it to any term (e.g., "Amount Refunded", "Returned", "Credit") in the Labels section of the Visual Editor.


Refund badge next to products


  • When enabled, a small REFUNDED badge also appears next to each product name in the items table that has been fully or partially refunded.
  • The badge is styled as a red-tinted label to make refunded items clearly visible at a glance.
  • Fully refunded items — the badge shows just "REFUNDED" with no quantity breakdown, since the entire item was returned.
  • Partially refunded items — the badge shows "REFUNDED 1/3" (for example), indicating 1 out of 3 units were refunded. This helps customers and merchants see exactly how many units were returned versus kept.
  • The badge only appears on items that have a refunded quantity greater than zero. Non-refunded items in the same order are not affected.


When it appears


  • The refund row only appears when the order has at least one refund. If no refund has been issued, the row is automatically hidden — your invoice stays clean without an unnecessary "$0.00" line.
  • This means the same template works seamlessly for both regular orders and refunded orders, with no manual adjustments needed.


Where it appears on the invoice


The refund row is positioned in the totals breakdown area at the bottom of the invoice, in this order:

  1. Subtotal
  2. Discount (if applicable)
  3. Shipping
  4. Tax
  5. Total (grand total)
  6. Amount in words (if enabled)
  7. Refunded ← the refund amount row appears here
  8. Balance (if applicable)


Default state


  • On by default. The Order refund amount checkbox is checked when you first create or open a template. If you do not want refund information on your invoices, uncheck it.


Enable or disable the refund amount field

  1. In the Payment details sub-section, check or uncheck the Order refund amount checkbox.
  2. Review the live preview on the right side of the Visual Editor — the totals area updates immediately to reflect your change.
  3. Click Save changes at the top of the Visual Editor to apply the setting.


Note: Changes apply only to invoices generated after saving. Previously generated PDF invoices are not affected — you will need to regenerate them if you want the updated layout.


How to change the "Refunded" label


  1. In the Visual Editor, scroll down to the Labels section.
  2. Find the Refunded label field.
  3. Replace the default text with your preferred term — for example, "Amount Refunded", "Returned", "Credit Issued", or the equivalent in your language.
  4. Click Save changes to apply.


Tip: If your store operates in multiple languages, the label automatically uses the translated version based on the invoice language setting. You only need to update the label manually if you want a custom term that differs from the default translation.


How refunds work in Shopify


Refunds are issued through Shopify Admin and are automatically reflected in Invoice Falcon. Here is a quick overview of how the refund data reaches your invoice.


Issuing a refund in Shopify


  1. In your Shopify Admin, go to Orders and open the order you want to refund.
  2. Click Refund at the top of the order page.
  3. Select the items to refund (or enter a custom amount), choose whether to restock the items, and optionally adjust the shipping refund.
  4. Click Refund to process the return.


How it appears in Invoice Falcon
  • Once the refund is processed in Shopify, Invoice Falcon pulls the total refund amount from the order data.
  • The next time an invoice is generated (or regenerated) for that order, the "Refunded" row appears in the totals area with the correct amount.
  • If multiple refunds are issued against the same order, the refund amount shown on the invoice is the combined total of all refunds.


Troubleshooting


Symptom

Likely Cause

Fix

Refund row does not appear on the invoice

The order has no refunds, or the Order refund amount checkbox is unchecked

Verify the order has a refund in Shopify Admin. Then check that the Order refund amount checkbox is enabled in the Visual Editor

Refund amount seems incorrect

Multiple partial refunds were issued, or the refund included shipping adjustments

Check the order's refund history in Shopify Admin — the amount shown is the combined total of all refunds

Refund row still shows after disabling the checkbox

The invoice was generated before you saved the change

Regenerate the invoice after saving your Visual Editor changes

Refund row shows on a test invoice but not on a real order

The test/sample data includes a refund amount, but the real order has no refunds

This is expected — the refund row only appears when a refund exists on the order

Label says "Refunded" but I want a different term

The default label is being used

Update the Refunded label in the Labels section of the Visual Editor


FAQs


Q : Is the refund amount on by default?
A : Yes. The Order refund amount checkbox is enabled by default on all templates. You can uncheck it if you prefer not to show refund information.


Q : Does the refund row appear on orders that have not been refunded?
A : No. The refund row is automatically hidden when the order has no refunds. It only appears when at least one refund has been issued through Shopify.


Q : Can I see which specific products were refunded?
A : Yes. When the Order refund amount checkbox is enabled, a red REFUNDED badge appears next to each refunded product name in the items table — including the refunded quantity for partial refunds (e.g., "REFUNDED 1/3"). The totals area shows the combined refund dollar amount. For a full per-item refund dollar breakdown, use the Refund / Credit Note template type.


Q : What happens if I issue a refund after the invoice was already generated?
A : The existing PDF invoice will not automatically update. You need to regenerate the invoice from Invoice Falcon to include the new refund amount.


Q : Can I change the "Refunded" label to something else?
A : Yes. Go to the Labels section in the Visual Editor and update the Refunded label field to your preferred term (e.g., "Amount Refunded", "Credit", "Returned").


Q : What is the difference between the refund amount and a credit note?
A : The refund amount is a single row in the totals area of a standard invoice showing how much was returned. A Credit Note is a separate document type in Invoice Falcon specifically designed for refund scenarios, which provides more detailed refund information and is often required for accounting compliance in certain regions

Updated on: 20/05/2026

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