# Capture Operations
Source: https://paymentsandrisk.com/docs/payments/reference/capture-operations

Last updated 22 October 2026.

TL;DR

-   Cancel before capture when possible. Check authorization, cancellation and refund fees in your contract; a refund can leave the original processing fee unpaid back to you
-   Partial capture is allowed when you can't fulfill the full order (e.g., split shipment); capture only what you've shipped to avoid disputed charges on undelivered items
-   Re-authorization is required when an auth window expires before you can capture; the card may have been cancelled or funds may have been moved
-   Multi-capture (capturing a single auth in multiple transactions) requires processor support and specific network rules compliance - confirm before implementing

Capture operations are the post-authorization actions that determine when money moves and what it costs you: holds, partial captures, voids, refunds, and re-authorizations. Cancelling before capture can avoid fees retained on a refund. Check your contract. A refund doesn't automatically charge interchange twice.

* * *

## Pre-Authorization Holds

Pre-auth holds are temporary reservations on a cardholder's credit line. They're not charges, but they affect available credit.

### How Holds Work

```mermaid
flowchart TD
    A[Merchant requests auth\nfor estimated amount] --> B[Issuer places hold]
    B --> C[Available credit decreases]
    C --> D{Merchant captures?}
    D -->|Yes| E[Hold converts to charge]
    D -->|No - Void| F[Hold releases fast]
    D -->|No - Expiry| G[Hold releases when auth expires]
```

### Hold Duration by Card Type

| Card Type | Typical Hold Duration |
| --- | --- |
| **Credit cards** | 7-30 days (network dependent) |
| **Debit cards** | 2-10 days (bank dependent) |
| **Prepaid cards** | Often longer, varies wildly |

Debit Card Holds

Debit holds tie up **actual cash**, not credit. A $200 hotel hold on a debit card with $250 balance leaves the customer with $50 available. This creates support calls and customer frustration. Consider [requiring credit cards](https://paymentsandrisk.com/docs/payments/payment-methods/cards/) for high-hold industries.

### Hold Release Scenarios

| Scenario | What Happens |
| --- | --- |
| **Capture matches hold** | Hold converts to charge immediately |
| **Capture less than hold** | Excess releases (timing varies) |
| **Capture more than hold** | Second auth or over-tolerance capture |
| **No capture (void)** | Hold releases faster if merchant voids |
| **No capture (expiry)** | Hold releases when [auth expires](https://paymentsandrisk.com/docs/payments/reference/auth-windows/) |

### Best Practices for Holds

-   **Authorize only what you'll capture.** Over-authorizing creates customer complaints.
-   **Void unused authorizations.** Don't let them expire naturally.
-   **Warn customers about hold amounts.** Especially for hotels, rentals, and gas stations.
-   **Use credit-only for high-hold industries.** Consider not accepting debit for car rentals.

* * *

## Partial Captures

Sometimes you capture less than the authorized amount. This happens with split shipments, partial fulfillment, or order modifications.

### Partial Capture Scenarios

| Scenario | Example |
| --- | --- |
| **Split shipment** | Customer orders 3 items; 2 ship now, 1 backorders |
| **Partial availability** | Ordered 10 widgets, only 7 in stock |
| **Order modification** | Customer removes item before shipment |
| **Partial service** | Hotel guest checks out early |

### How Partial Capture Works

```mermaid
flowchart TD
    A[Original auth: $100] --> B[First capture: $40\nItems in stock]
    B --> C[Second capture: $30\nBackordered item ships]
    C --> D[Remaining $30\nReleased to cardholder]
```

### Network Rules for Multi-Capture

| Network | Multi-Capture Support |
| --- | --- |
| **Visa** | Yes, with multi-clearing flag |
| **Mastercard** | Yes, with final indicator on last capture |
| **Amex** | Yes, limited scenarios |

### Operational Considerations

-   **Track capture totals.** Don't exceed original auth amount.
-   **Use proper flags.** Indicate partial vs. final capture correctly.
-   **Communicate to customers.** Explain why they see multiple charges.
-   **Reconciliation complexity.** One order = multiple capture events in [settlement](https://paymentsandrisk.com/docs/payments/settlement/).

* * *

## Void vs. Refund Decision

Void and refund both return money to the customer, but they're different operations with different costs.

### The Difference

| Aspect | Void | Refund |
| --- | --- | --- |
| **When possible** | Before capture/settlement | After capture/settlement |
| **Fee cost** | Check authorization and cancellation fees | Any retained original processing fee plus any separate refund fee |
| **Customer timing** | Hold releases in 1-3 days | Funds return in 3-10 days |
| **[Chargeback](https://paymentsandrisk.com/docs/chargebacks/) ratio** | Doesn't count | Doesn't count (but chargebacks do) |
| **Accounting** | Transaction disappears | Two transactions (charge + credit) |

### Decision Flow

```mermaid
flowchart TD
    A[Customer wants\nmoney back] --> B{Has transaction\nsettled?}
    B -->|No| C[VOID]
    B -->|Yes| D[REFUND required]
    C --> E[Cancel authorization\nHold releases\nNo interchange cost]
    D --> F[Issue credit to card\nCheck retained fees\nand any refund fee]
```

### When Void is Not an Option

-   Transaction already in [settlement](https://paymentsandrisk.com/docs/payments/settlement/) batch
-   Settlement batch already sent to [processor](https://paymentsandrisk.com/docs/operations/processor-management/)
-   Funds already moved
-   Processor doesn't support void after certain time

### Cost Impact

Worked example, with assumed contract terms: a $100 payment, 2.9% + $0.30 processing, free cancellation before capture, the original processing fee retained on refund, and a separate $0.30 refund fee.

| $100 transaction | Void before capture | Refund after settlement |
| --- | --- | --- |
| Original processing fee | $0 under these assumed terms | $100 x 2.9% + $0.30 = $3.20 retained |
| Separate refund fee | $0 | $0.30 assumed |
| **Net fee cost** | **$0** | **$3.50** |

At 100 cancellations that could all happen before capture, 100 x $3.50 = $350 avoided under those terms. Use your own fee schedule.

**Rule:** Void when you can. Refund when you must.

* * *

## Re-Authorization

Authorizations expire. If you haven't captured when the clock runs out, you need a new authorization.

### Why This Matters

-   Expired auths can't be captured
-   Re-auth might fail (card maxed, closed, or stolen)
-   Capturing against expired auth = [chargeback](https://paymentsandrisk.com/docs/chargebacks/) risk

### Proactive Re-Authorization

If you know you'll miss the [auth window](https://paymentsandrisk.com/docs/payments/reference/auth-windows/):

1.  **Re-authorize before expiry.** Get fresh approval while old auth still valid.
2.  **Void the old auth.** Release the hold.
3.  **Track the new auth.** Update your order records.

### Re-Auth Failure Handling

| Failure Reason | Action |
| --- | --- |
| **Insufficient funds** | Contact customer for alternative payment |
| **Card expired** | Request updated card |
| **Card lost/stolen** | Contact customer for new payment |
| **Generic decline** | Contact customer or cancel order |

See [decline codes](https://paymentsandrisk.com/docs/reference/decline-codes/) for specific handling.

### When to Re-Auth

| Scenario | Re-Auth Timing |
| --- | --- |
| **Pre-order with 30-day ship date** | Re-auth 2-3 days before shipping |
| **Custom/made-to-order** | Re-auth when production complete |
| **Backorder extended** | Re-auth every 7 days. That's the shortest of the three networks, not the rule: Visa CNP allows 10 calendar days, Mastercard and Amex allow 7 |
| **[Subscription](https://paymentsandrisk.com/docs/payments/subscriptions-recurring/) trial ending** | Re-auth at trial end |

### Communication Templates

**Email when re-auth fails:**

> "We were unable to process your payment for order #1234. Your card on file was declined. Please update your payment method within 48 hours to avoid order cancellation."

Was this a missed appointment? [Check the booking and fee first](https://paymentsandrisk.com/docs/payments/appointment-fees/#the-saved-card-declined).

**Email when re-auth succeeds:**

> "Good news! Your order #1234 is ready to ship. Your card has been charged $X."

* * *

## Partial Authorizations

A partial authorization is when the issuer approves only part of the requested amount.

### How Partial Auth Works

1.  Merchant requests $100 authorization
2.  Issuer responds: "Approved for $70" (cardholder has $70 available)
3.  Merchant must decide: accept $70 or decline transaction entirely

### When Partial Auth Occurs

| Card Type | Partial Auth Common? |
| --- | --- |
| **Prepaid/gift cards** | Very common |
| **Debit cards** | Common |
| **Credit cards** | Rare |

### Handling Options

| Option | When to Use |
| --- | --- |
| **Accept partial, request second payment** | Customer can pay remainder another way |
| **Decline entire transaction** | Single-payment only (e.g., gas pumps) |
| **Split tender automatically** | POS supports multiple [payment methods](https://paymentsandrisk.com/docs/payments/payment-methods/) |

### Implementation Considerations

| Consideration | Details |
| --- | --- |
| **POS/system support** | Must handle partial auth response |
| **Customer communication** | Explain why partial occurred |
| **Second payment flow** | Have fallback payment method ready |
| **[Refund](https://paymentsandrisk.com/docs/chargebacks/refund-policy/) complexity** | Two payments = two potential refunds |

### Best Practices

-   **Enable partial auth for prepaid-heavy merchants.** Gift cards are often used with other payment.
-   **Decline partial for automated/unattended.** Gas pumps, vending can't request second payment.
-   **Train staff on split tender.** They need to know how to complete the transaction.

Prepaid/Gift Card Rule

If you sell gift cards or have significant prepaid traffic, enable partial authorization. Otherwise, customers with $40 on a gift card can't buy a $50 item.

* * *

## Next Steps

**Managing holds?**

1.  [Understand hold duration](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#hold-duration-by-card-type) - Credit vs debit vs prepaid
2.  [Follow hold best practices](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#best-practices-for-holds) - Authorize what you'll capture
3.  [Warn customers about debit](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#pre-authorization-holds) - Real cash tied up

**Doing void vs refund?**

1.  [Know the cost difference](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#cost-impact) - Void saves interchange
2.  [Follow decision flow](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#decision-flow) - When void is possible
3.  [Track voiding opportunity](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#when-void-is-not-an-option) - Before settlement

**Handling re-authorization?**

1.  [Know when to re-auth](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#when-to-re-auth) - Pre-orders, backorders
2.  [Handle failures gracefully](https://paymentsandrisk.com/docs/payments/reference/capture-operations/#re-auth-failure-handling) - Customer communication
3.  [Capture within window](https://paymentsandrisk.com/docs/payments/reference/auth-windows/) - Network-specific timing

* * *

## See Also

-   [Authorization and Capture](https://paymentsandrisk.com/docs/payments/auth-and-capture/) - Core concepts
-   [Authorization Windows](https://paymentsandrisk.com/docs/payments/reference/auth-windows/) - Network-specific timing
-   [Settlement & Reconciliation](https://paymentsandrisk.com/docs/payments/settlement/) - Where money flows
-   [Decline Codes](https://paymentsandrisk.com/docs/reference/decline-codes/) - Understanding failures
-   [Interchange Optimization](https://paymentsandrisk.com/docs/payments/interchange-optimization/) - Fee management