Automated refunds and payment adjustments for cancellations

Purpose

1.1. Automate processing of member-initiated cancellations for acrobatic diving pool subscriptions or passes.
1.2. Auto-calculate pro-rated refunds and initiate payment reversals for unused service duration.
1.3. Synchronize member status updates across billing, access control, and communication channels.
1.4. Record refund and adjustment actions for regulatory and audit purposes.

Trigger Conditions

2.1. Cancellation request submitted via web portal, app, phone, or in person.
2.2. Change in member status to “canceled” in CRM or booking system.
2.3. Refund eligibility determination completed (policy check: timing, usage, etc.).
2.4. Payment method verification (active card, ACH, wallet, PayPal, etc.).

Platform variants

3.1. Stripe
• Feature/Setting: “Refund Payment” API; config: Use payment_intent and calculate amount.
3.2. Square
• Feature/Setting: “Refunds API”; config: Specify payment_id, adjustment amount in POST.
3.3. PayPal
• Feature/Setting: “Refund Sale” endpoint; config: Pass sale_id, refund details in request.
3.4. Adyen
• Feature/Setting: “/payments/{paymentPspReference}/refunds”; config: Pass refund amount and reason.
3.5. Braintree
• Feature/Setting: refundTransaction(transactionId, amount); config: Use appropriate transaction identifier.
3.6. QuickBooks Online
• Feature/Setting: “Create Refund Receipt” API; config: For customer, specify service date, amount.
3.7. Xero
• Feature/Setting: “Create Credit Note” endpoint; config: Assign contact, link to payment.
3.8. SAP
• Feature/Setting: FI Refund Processing; config: Automate FI-AP refund workflow for member entity.
3.9. Zuora
• Feature/Setting: “Create Refund” API; config: Input account id, method, transaction.
3.10. Chargebee
• Feature/Setting: “Create Refund for an Invoice”; config: Specify invoice_id, amount, type.
3.11. Recurly
• Feature/Setting: Refund Transaction endpoint; config: Pass account_code and transaction details.
3.12. FreshBooks
• Feature/Setting: Refund Payments endpoint; config: Set payment_id, refund amount.
3.13. GoCardless
• Feature/Setting: “Create a Refund” API; config: Mandate id, payment id for reference.
3.14. NetSuite
• Feature/Setting: “Customer Refund” record; config: Trigger from member record cancellation.
3.15. Oracle ERP Cloud
• Feature/Setting: Payables Refund API; config: Tie to supplier/customer reference.
3.16. Zoho Books
• Feature/Setting: “Create Credit Note” API; config: Assign to contact, apply to member invoice.
3.17. Authorize.Net
• Feature/Setting: “createTransactionRequest” (refund type); config: Input refTransId and amount.
3.18. Worldpay
• Feature/Setting: “Refund Payment” endpoint; config: Define orderCode and refund amount.
3.19. Mollie
• Feature/Setting: Refunds API (“Create refund” POST); config: Payment ID, amount.
3.20. Wave
• Feature/Setting: “Issue Refund” workflow; config: Reference original payment and specify refund.

Benefits

4.1. Reduces manual refund effort and potential for errors.
4.2. Accelerates member satisfaction with instant transaction updates.
4.3. Maintains financial compliance and detailed audit trail for aquatic facilities.
4.4. Streamlines membership status, accounting, and communication with synchronized automation.
4.5. Supports scalable, policy-driven management for high-volume diving pool memberships.