How to handle refunds and returns
When money comes back to you — a store return, a subscription refund, a work reimbursement — you need to record it in Aspire so your category balances reflect reality.
Recording a refund
- Open the Transactions tab.
- Add a new row with the refund amount in the Inflow column (since money is coming back to you). Leave Outflow blank.
- Select the account the refund landed in (checking, credit card, etc.).
- For the category, use the same category as the original purchase.
That’s it. The category balance will increase, reflecting that you have those funds available again.
Example
You bought a $45 shirt with your Visa, categorized as “Clothing.” You return it and get a $45 refund to your Visa.
| Date | Outflow | Inflow | Memo | Account | Category |
|---|---|---|---|---|---|
| 06/01 | 45 | Shirt — Nordstrom | Visa | Clothing | |
| 06/10 | 45 | Return — Nordstrom | Visa | Clothing |
Your Clothing balance is restored, and your Visa balance decreases (you owe less).
Credit card refunds
When a refund goes back to your credit card, it reduces what you owe. Log it with the refund amount in the Inflow column on your credit card account. This brings the balance closer to zero.
Reimbursements
Work reimbursements (travel, meals, supplies) work the same way:
- When you spend the money, log it with the amount in the Outflow column and the appropriate category (e.g., “Work Travel”).
- When you’re reimbursed, log a transaction with the amount in the Inflow column and the same category.
Tip: If reimbursements take weeks to arrive, you may want a dedicated “Reimbursements” category so the pending amount doesn’t inflate your regular spending categories. Once the reimbursement lands, you can either leave it there or transfer the balance to another category.
Partial refunds
If you get a partial refund (e.g., returned one item from a multi-item order):
- Log the partial amount in the Inflow column
- Same account and category as the original purchase
- Adjust your memo to note it’s partial (“Partial return — Amazon, kept headphones”)
When to use Available to budget instead
Some refunds aren’t tied to a specific spending category — like a cancelled service you no longer budget for, or an unexpected rebate. In these cases, categorize the refund to Available to budget and then redistribute the money to whatever categories need it most.