You can set up refund rules so NeetoCal refunds a payment automatically when your client cancels a booking. You can also refund a payment when you cancel a client's booking, or without cancelling it.
Refunding automatically when a client cancels
Click on the scheduling link for which you want to configure refund rules.
Click on the Settings tab.
Click on the Cancellation, Rescheduling & Refund card.
Enable Meeting cancellation & rescheduling.
Click on the Add refund rule.
Set the refund percentage according to the cancellation time.
To add more rules, click Add refund rule again.
Click on Save changes.
Refund rules aren't available when UPI is the only payment method on the scheduling link. See Refunding a UPI payment below.
What clients see
Once a scheduling link has refund rules, clients see the refund deadline for the time they picked, worked out from that time. It appears under the chosen time on the booking page and stays on screen while they pay, for example "Full refund if you cancel before 10:00 AM, Wednesday, October 28, 2026". With more than one rule, each rule gets its own line.
The same deadline is included in the confirmation and reschedule emails sent to clients, in the client's time zone. If a booking is rescheduled, the deadline is recalculated from the new time. If you have customised these emails, add the Refund deadline variable from the Booking group in the Variables menu. The variable is also available in reminder emails, SMS, workflows and automation rules.
For bookings paid with Pay later or UPI, the emails leave the deadline out, since NeetoCal can't refund those payments automatically.
If clients can't cancel within a window that is longer than a refund rule's window, for example cancellation is allowed up to 48 hours before the meeting but the rule refunds up to 24 hours before, that rule can never apply. NeetoCal shows a warning under the rule, and clients see the cancellation deadline as their refund deadline.
Issue a refund when you cancel a booking
From the sidebar, click on Bookings.
Click on the booking you wish to cancel.
Click the Cancel button and check the Refund option.
Select a refund percentage from the drop-down menu.
To refund a different percentage, select Custom from the dropdown and enter the percentage.
Click on the Yes, cancel the meeting.
Issue a refund without cancelling the booking
From the sidebar, click on Bookings.
Click on the booking you want to refund.
Click the three-dot menu and choose Process refund.
Select a refund percentage from the drop-down menu. To refund a different percentage, select Custom and enter the percentage.
Click Save changes.
Refunding a UPI payment
When a scheduling link uses UPI as the payment method, clients pay directly into your UPI account, so NeetoCal can't send the money back to them. Send the refund to the client from your UPI app, then record it in NeetoCal using either of the two sets of steps above. The booking will then show as refunded. Recording a refund in NeetoCal doesn't send any money.
You can record a refund only after you have confirmed the client's UPI payment.