Automated refund processing after cancellations

Purpose

1.1. Enable the seamless, algorithm-driven initiation of refund processes once a customer cancels a booking for an adventure activity, ensuring automatic verification, financial adjustment, communication with customers, and record updating in all relevant systems (accounting, CRM, bank/payment provider, analytics, and internal reporting), eliminating manual intervention, reducing errors, and accelerating payout timelines for customers.

Trigger Conditions

2.1. Customer cancels an adventure booking online, via support, or through app.
2.2. Cancellation is confirmed per vendor and policy rules.
2.3. Approved for refund by backend or auto-policy.
2.4. Corresponding payment is present and eligible.
2.5. No open fraud/dispute flags on the booking.
2.6. Refund is within eligible period.

Platform Variants

3.1. Stripe
• Feature/Setting: Use Stripe Refunds API (`POST /v1/refunds`) with booking payment ID.

3.2. PayPal
• Feature/Setting: Configure PayPal REST API, endpoint `POST /v2/payments/captures/{capture_id}/refund`.

3.3. Square
• Feature/Setting: Payments API, call `RefundPayment` with transaction ID on cancellation event.

3.4. Authorize.Net
• Feature/Setting: Utilize Transaction API `createTransactionRequest` with type set to refund.

3.5. Razorpay
• Feature/Setting: Refunds API, call with payment ID automating reference from booking system.

3.6. Adyen
• Feature/Setting: Modification `/payments/{pspReference}/refund` API linked to original payment.

3.7. Mollie
• Feature/Setting: Issue a refund via Mollie Payments API, endpoint `/v2/payments/{id}/refunds`.

3.8. Braintree
• Feature/Setting: Braintree Transaction Refund endpoint using transaction ID received.

3.9. QuickBooks
• Feature/Setting: In QuickBooks Online API, create CreditMemo automatically for refund sync.

3.10. Xero
• Feature/Setting: Use Xero API to create a Bank Transaction of type `SPEND` for refund.

3.11. Zoho Books
• Feature/Setting: Refund Invoice API – auto-trigger refund and update invoice status.

3.12. Zendesk
• Feature/Setting: Use Zendesk Ticket API to log the refund as a private note on customer’s ticket.

3.13. HubSpot
• Feature/Setting: Create Ticket API for refund event, update client record with refund status.

3.14. Salesforce
• Feature/Setting: Use REST API to update Opportunity stage or custom object for refund info.

3.15. Freshdesk
• Feature/Setting: Add a private note via Freshdesk Tickets API marking refund processed.

3.16. Twilio SMS
• Feature/Setting: Trigger `messages.create` to send notification SMS of refund to customer.

3.17. SendGrid
• Feature/Setting: Use SendGrid Mail API to auto-send customized refund notification email.

3.18. Slack
• Feature/Setting: Post real-time notification to finance team using `chat.postMessage` webhook.

3.19. Google Sheets
• Feature/Setting: Google Sheets API `append` operation for refund log entry.

3.20. Notion
• Feature/Setting: Use Notion API to auto-create an entry in the Refunds database with all details.

3.21. Monday.com
• Feature/Setting: Create item in Refunds board via API using booking and refund data.

3.22. Trello
• Feature/Setting: Add card to “Refunds Processed” list with customer and booking info.

3.23. Mailchimp
• Feature/Setting: Add refund-tag to contact via Update Member API for segmented communication.

Benefits

4.1. Full refund accountability without manual work.
4.2. Error-free payout calculation and audit logs.
4.3. Faster refund cycle increasing customer satisfaction.
4.4. Instant customer and team notification through multiple channels.
4.5. Real-time finance, CRM, and analytics synchronization.
4.6. Reduced fraud and duplicate refund risks.
4.7. Scalable automation adaptable to new payment and communication platforms.