Automated receipt sending

Purpose

1.1. Automated receipt sending automates the process of delivering payment confirmations to customers in leisure centres, ensuring every transaction instantly generates and dispatches an itemized receipt.
1.2. The automation system reduces manual admin, errors, and delays, automating communications while maintaining detailed, auditable payment records for both customer and business compliance.
1.3. Automating this flow enables bulk and individual sending, integrating digital receipts into customer journeys, supports refunds, and automates periodic billing confirmations.

Trigger Conditions

2.1. Automatedly triggered upon successful customer payment in POS, web portal, or mobile app.
2.2. Automates sending after batch uploads (bank imports, monthly collections).
2.3. Triggered by corrections, refunds, or recurring billing schedules automated through financial software.

Platform Variants

3.1. Stripe
• Function: Webhooks → Payment Intent Succeeded; Configure event to trigger automated email send.
3.2. PayPal
• Feature: IPN (Instant Payment Notification); Automates receipt email via IPN listener.
3.3. Square
• Setting: Payment Paid Webhook; Automates custom email or SMS when payment confirmed.
3.4. Shopify
• API: Orders/Transactions API; Automates sending receipts directly from checkout/order completion.
3.5. QuickBooks Online
• Feature: Sales Receipt Automation; Triggers via “Sales Receipt Created” event.
3.6. Xero
• Setting: New Payment Notification Webhook; Automated sending on payment record update.
3.7. Zoho Books
• Feature: Workflow Rules > Payment Received; Automates outbound message/send email.
3.8. Mailgun
• API: Messages API; Automates programmatic sending of expertly formatted receipts.
3.9. SendGrid
• Feature: Transactional Templates + API call; Automates detailed receipt distribution.
3.10. Twilio SMS
• Feature: Programmable SMS API; Automates instant SMS with payment confirmation.
3.11. Gmail API
• Function: “Send” endpoint; Automates email from business account on payment event.
3.12. Outlook 365 Graph API
• Setting: Mail.Send; Automates outbound receipt as branded message.
3.13. WooCommerce
• Setting: New Order/Paid Order webhook; Automates attached PDF receipt.
3.14. Salesforce
• Feature: Process Builder/Flow; Automates receipt after Opportunity “Closed-Won”.
3.15. FreshBooks
• Event: Payment Entry; Triggers email automation flow with PDF receipt.
3.16. Sage Intacct
• Feature: Web Service API’s “create_receipt”; Automates connected email/notification.
3.17. DocuSend
• Setting: API Upload; Automates physical/pdf receipt mailing.
3.18. HubSpot
• Workflow: Payments/Deal Paid; Automates confirmation email using workflow templates.
3.19. WooCommerce REST API
• Endpoint: “Order Completed”; Automates custom receipt message send.
3.20. Pabbly Connect
• Setting: Automation Workflow → Trigger “Payment Success”; Automates PDF/email notification.
3.21. Zapier
• App: Automation from any payment integration → Email automation action to user.
3.22. Microsoft Power Automate
• Flow: Automated “When a row is added/modified” in payments table → send email.

Benefits

4.1. Eliminates manual processes with full automation, reducing errors and automating compliance.
4.2. Ensures prompt, consistent delivery of receipts, automates customer communications, and improves user satisfaction.
4.3. Supports scalable automatable workflows, handling peak volume without extra staff.
4.4. Enhances auditability and traceability through automatic documentation and digital history.
4.5. Accelerates billing and payment cycles through end-to-end automated processing and data flow.