SaaS Software Refund Request Form

Managing software refunds doesn't have to mean losing customers forever. This SaaS Software Refund Request Form helps subscription businesses handle cancellation requests professionally while gathering valuable feedback and exploring retention opportunities.

Whether you're running a productivity app, marketing platform, or development tool, this template streamlines the entire refund process—from understanding why customers are leaving to offering downgrade alternatives that might better fit their needs.

Designed for retention-focused SaaS teams

This form goes beyond simple refund processing. It captures the cancellation reason, collects feature-specific feedback, and presents downgrade or pause options before finalizing the refund. You'll understand exactly what drove the decision, identify product gaps, and potentially save the customer relationship with a more suitable plan.

The conditional logic adapts the form experience based on responses, showing relevant follow-up questions and alternative offers. This creates a respectful, personalized off-boarding experience that leaves the door open for future re-engagement.

Automate refund workflows with Stepper

Connect this form to Stepper to automate your entire refund workflow. Automatically update your billing system, trigger the appropriate refund in Stripe or PayPal, update your CRM with cancellation reasons, notify your finance team, and schedule a win-back email sequence—all without manual data entry.

Stepper's AI-native automation can even route urgent refund requests to support, flag customers mentioning competitor features for product teams, or create tasks for account managers when high-value customers request cancellations.

Built for software companies that care

Paperform makes it easy to create on-brand refund experiences that don't feel like generic support tickets. Customize colors, fonts, and messaging to maintain your brand voice even during off-boarding. With Paperform's payment integrations and calculation engine, you can even show prorated refund amounts in real-time or offer instant credit options.

Over 500,000 teams trust Paperform for critical business workflows. This template helps SaaS businesses turn refund requests into learning opportunities while maintaining the professional, customer-first experience that builds long-term brand reputation.