When a customer pays multiple invoices in a single bulk transaction, you can refund or void that whole bulk payment in one action — and you can also refund just part of a bulk payment if needed. This article walks through bulk refunds (full and partial) and bulk voids. Both work for QuickBooks Online and QuickBooks Desktop (via MagicCarpet).
What "bulk" means in Biller Genie
A bulk transaction is a single payment that covers two or more invoices for the same customer. The customer sees one charge on their card or ACH; you see one transaction tied to multiple invoice records.
Bulk void
When you bulk-void, every invoice that was paid by the bulk transaction is reopened, and the entire authorization is dropped.
- Open the bulk transaction in the Merchant Portal.
- Click the red Void button.
- The bulk-void modal opens, listing every invoice covered by the bulk payment. Review and confirm.
The void is processed at the gateway in a single call, and the corresponding bulk sales receipt is voided in your accounting software (invoices reopen automatically). See How to Void a Payment for void mechanics.
[SCREENSHOT: Bulk void modal showing the underlying invoice list]
Bulk refund (full)
Refunding a bulk transaction in full returns the entire bulk amount to the customer's original payment method and creates a corresponding refund record in your accounting software.
- Open the bulk transaction.
- Click Refund.
- The bulk refund modal opens, listing the underlying invoices. The default is a full refund — confirm to proceed.
Bulk partial refund
You can also refund just part of a bulk payment. The modal lets you set a refund amount for the whole bulk transaction; Biller Genie handles the gateway-side refund in a single call.
- Open the bulk transaction → click Refund.
- Toggle the modal to Partial.
- Enter the refund amount and choose technology-fee handling (inclusive vs exclusive).
- Review the underlying invoice list and confirm.
The partial bulk refund pushes back to your accounting software with the appropriate line items credited back to their original accounts (proper GAAP accounting), and any refunded tax flows back to the original tax authority. See How to Refund a Payment (Full or Partial) for full partial-refund mechanics.
If you're on the QuickBooks Desktop v3 integration: bi-directional void and refund sync isn't available on v3. To get this functionality, you'll need to upgrade to MagicCarpet. Reach out to our Subscriber Success team at subscribersuccess@billergenie.com, or schedule a session at subscribersuccess.billergenie.com.
FAQs
Can I void just one invoice out of a bulk payment?
No — bulk voids cancel the whole bulk payment. If you only want to return part of the amount, use a partial bulk refund instead.
Are bulk partial refunds supported on QuickBooks Desktop?
Yes. Bulk partial refunds work on both QuickBooks Online and QuickBooks Desktop (via MagicCarpet). The only difference is the form of the accounting-software record: QuickBooks Online creates a refund receipt, QuickBooks Desktop creates a credit memo against the customer plus a check that funds the credit memo (the standard QuickBooks Desktop way of recording a refund).
What does the customer see when I bulk-refund a payment?
The customer sees a single credit return to their original payment method — usually 3 to 5 business days for credit card, similar timing for ACH. Bulk voids drop the pending charge from the customer's statement, typically same-day.
Why is my bulk refund showing as a single line in QuickBooks instead of the original line items?
The default behavior is to push the refund back with the original line items (proper GAAP). There's a failover to a single refund line if the original invoice items can't be matched — usually because they were modified or deleted in QuickBooks between the original payment and the refund.