When a customer pays an invoice through Kolleno using Stripe, both the invoice and the payment record update automatically. If a refund is required, Kolleno will revert the payment, update statuses, and restore the invoice balance.
1. Invoice marked as Paid
After a successful card payment:
• The invoice balance becomes zero.
• The status changes to Paid.
You can also open the Payment Breakdown which should allow you to see the linked payment and its information
2. Payment marked as Paid Kolleno
The Payments section shows:
• The applied payment
• PSP provider (Stripe)
• PSP reference
• Status set to Paid
3. How Paid Payments Appear in Stripe
Stripe displays the transaction as Succeeded once the card payment completes successfully.
(Stripe Payment Status – Succeeded)
4. How Paid Payments Appear in NetSuite
NetSuite shows all related transactions synced from Kolleno, including the invoice and the corresponding payment.
• When payment is completed, NetSuite lists a new Payment transaction linked to the invoice
• The invoice appears as Paid in Full
5. Initiating a Refund in Kolleno
Once a payment is in Paid status, the refund action becomes available.
How to trigger a refund:
Go to Payments
Locate the payment
Open the action menu
Select Create refund
6. What Happens After Refund
When a refund is created:
• Payment status changes from Paid to Refunded
• Invoice status changes from Paid to Unpaid
• The invoice balance returns to its original full amount
• The Payments Breakdown updates accordingly
7. How Refunds Appear in Stripe
After the refund:
• Stripe shows the new status Refunded
• Stripe logs the refund in Recent Activity
• The Last updated timestamp reflects the exact refund time (matches Kolleno)
8. How Refunds Appear in NetSuite
Once the refund is synced:
• The invoice status changes from Paid in Full back to Open
• NetSuite shows the invoice with its full outstanding amount
• The payment transaction remains in the list, but the invoice is no longer settled
