Refund and cancellation processing workflow

Purpose

1.1. Automate refund and cancellation processing for Gyudon restaurant transactions, ensuring standardized, accurate, and efficient reversal of payments, order adjustments, customer notifications, reconciliation, and compliance tracking.
1.2. Streamline the workflow from request receipt (customer/employee) through accounting ledger updates, reducing manual workload and minimizing error or fraud risks in daily operations.
1.3. Ensure all automatable touchpoints—POS adjustments, payment processor reversals, stock updates, and receipt generation—are seamlessly orchestrated for finance and accounting oversight, audit readiness, and regulatory compliance.

Trigger Conditions

2.1. Refund request submitted via online portal, POS, or app.
2.2. Automated identification of duplicate orders or suspicious transactions.
2.3. API call from CRM, customer service, or order management platform indicating cancellation.
2.4. Scheduled batch process for unfulfilled prepaid orders or no-show pickups.

Platform Variants

3.1. Square POS
• Feature/Setting: Refunds API, configure automation to trigger refund and cancellation based on order status change via endpoint `/v2/refunds`
3.2. Stripe
• Feature/Setting: Refund Payment API, use `POST /v1/refunds` to automate refund when webhook event `payment_intent.canceled` fires
3.3. PayPal
• Feature/Setting: Refund API, execute refund using `POST /v2/payments/captures/{capture_id}/refund` upon order cancellation signal
3.4. Xero
• Feature/Setting: Accounting API, automate creation of Credit Note via `/creditnotes` endpoint linked to canceled invoices
3.5. QuickBooks Online
• Feature/Setting: RefundReceipt creation via API; trigger with order cancellation through `/v3/company/{companyId}/refundreceipt`
3.6. SAP Business One
• Feature/Setting: DI API, automate `Cancel` and `Create Credit Memo` functions when ERP order voided
3.7. Toast POS
• Feature/Setting: Webhook for refund/cancel event, automate external system notification or ledger entry update
3.8. Oracle NetSuite
• Feature/Setting: SuiteScript or REST API, automate issuance of customer refund and journal adjustment
3.9. Clover
• Feature/Setting: Payments API, automate refund using `/v3/merchants/{mId}/orders/{oId}/payments` endpoint
3.10. Shopify
• Feature/Setting: Orders API, trigger `refund` endpoint workflow for e-commerce Gyudon orders
3.11. Zendesk
• Feature/Setting: Automate ticket update/webhook based notification for canceled orders or refund completions
3.12. Slack
• Feature/Setting: Webhooks for automated finance alerts when refunds/cancellations occur
3.13. Mailgun
• Feature/Setting: Automate sending refund confirmation emails via `/messages` endpoint
3.14. Twilio SMS
• Feature/Setting: Automated SMS customer updates, configure using `/Messages` API when status changes
3.15. Google Sheets
• Feature/Setting: Automate logging cancellations/refunds entry via Google Sheets API updates
3.16. HubSpot
• Feature/Setting: Workflow automator triggers based on deal/stage changes, synchronizes refund details
3.17. Freshdesk
• Feature/Setting: Refund/cancellation workflow automation using webhook trigger on ticket state
3.18. Zoho CRM
• Feature/Setting: Refund workflow trigger on order module cancellation field update
3.19. Microsoft Teams
• Feature/Setting: Automated message to Finance channel using Incoming Webhook connector
3.20. DocuSign
• Feature/Setting: Send automated refund confirmation docs/signatures workflow for higher-value transactions
3.21. Amazon SNS
• Feature/Setting: Automated notification topic push for back-office/subscribed stakeholders
3.22. Monday.com
• Feature/Setting: Board item automation for tracking refund/cancellation status updates

Benefits

4.1. Automates multi-system synchronization, eliminating redundant manual entries and reducing error risk.
4.2. Automatedly standardizes compliance, audit, and reporting for restaurant accounting regarding refunds.
4.3. Automating customer-facing notifications ensures transparent, real-time communication.
4.4. Accelerates finance processes, automating reconciliation and payout updates for staff and vendors.
4.5. Enables automator-driven exception handling, with escalations on unusual refund/cancellation activity.
4.6. Automates documentation, archiving refund/cancellation artifacts for future audits and dispute resolution.
4.7. Improves operational efficiency, automating workflow scalability as transaction volumes rise.