Refund processing automation for canceled orders

Purpose

1.1. Automate the refund process for canceled orders in American restaurants, minimizing manual intervention and customer wait time.
1.2. Ensure all payment channels and order systems are synchronized for accuracy and transparency.
1.3. Automatically notify customers and update accounting records once the refund is processed.

Trigger Conditions

2.1. Order status changes to "Canceled" in POS or ordering system.
2.2. Customer initiates refund request via website, app, or customer service.
2.3. Automated schedule detects unmatched/canceled transactions daily.

Platform Variants

3.1. Square
- Refunds API: Configure the Refund Payment endpoint to process refunds when order cancels; sample endpoint: /v2/refunds.

3.2. Stripe
- PaymentIntents API: Listen for canceled order webhook and trigger the Refunds endpoint /v1/refunds.

3.3. Clover
- Orders API: Use Cancel Order action and initiate a payment refund through Transactions API.

3.4. Toast POS
- REST API: Access the Order Management endpoint to trigger refunds; setting for auto-refund on cancellation.

3.5. PayPal
- Refund Transaction API: Use /v2/payments/refunds endpoint when sales receipts are voided.

3.6. Braintree
- Transaction Refund API: Trigger Refund function with original transaction ID upon order cancellation.

3.7. QuickBooks
- SalesReceipt API: Auto-create refund receipts when an order is marked as canceled.

3.8. Lightspeed
- Orders Service: Set auto-refund on specific order status in back office configuration.

3.9. Shopify
- Admin API: Listen to order_cancelled webhook, trigger refund via Order Refund endpoint.

3.10. Revel
- API v2: Endpoint to initiate payment refunds from Canceled Orders in backend management.

3.11. Mindbody
- RefundSale API: Auto-generate refund when class/order is canceled.

3.12. SquareSpace
- Commerce Orders API: Set automated refund trigger within order workflows.

3.13. WooCommerce
- REST API: Listen for canceled order status, POST refund using wc-api/v1/orders/{id}/refunds.

3.14. Paytm
- Refund API: Initiate refund with original order and transaction IDs on cancellation event.

3.15. Amazon Pay
- Refund API: Auto-trigger refunds when notified of canceled orders.

3.16. First Data (now Fiserv)
- Global Gateway API: Use Refund functionality mapped to Canceled Orders.

3.17. Authorize.Net
- Transaction API: Automated RefundRequest with reference to initial transaction.

3.18. Oracle Micros
- Simphony API: Trigger refund on order void or cancellation.

3.19. NCR Aloha
- Order API: Automated refund method configured in event handling workflow.

3.20. Salesforce
- Order API: Use automation rules to connect canceled order event to external payment refund endpoint.

3.21. Zendesk
- Triggers & Webhooks: On "Refund Request" ticket, call payment gateway API for refund.

3.22. SAP
- Integration Suite: Automated process flow for canceled orders, triggers refund module in SAP Finance.

3.23. Xero
- Accounting API: Auto-create credit note and trigger payment gateway refund.

3.24. Jira Service Management
- Automation Rules: On cancelled order issue, trigger webhook for payment refund process.

Benefits

4.1. Ensures refunds are processed promptly, improving guest satisfaction.
4.2. Reduces staff workload, freeing resources for higher-value tasks.
4.3. Synchronizes payments and order data, minimizing reconciliation errors.
4.4. Standardizes refund tracking for compliance and reporting.
4.5. Enables scalable refund handling during peak periods.