Refund processing automation based on policy triggers

Purpose

1.1. Automate refund processing in Aikido clubs by analyzing payment transactions and matching refund eligibility against club policies.
1.2. Simplify and expedite refunds due to class cancellations, injuries, overpayments, or administrative errors.
1.3. Ensure audit trails and notifications to customers and staff, reducing manual involvement and errors.

Trigger Conditions

2.1. Member class cancellation (manual or via form/API).
2.2. Injury/adverse event reported (form submission or incident report API).
2.3. Overpayment detected in financial system.
2.4. Membership paused or terminated before session completion.
2.5. Refund policy match (time, type, payment mode) verified via rules engine or policy database.
2.6. Refund approval by staff (if escalated).

Platform Variants

3.1. Stripe
• API: `Refunds.create` for automated refund initiation; webhook on `charge.refunded` for tracking.
3.2. PayPal
• API: `RefundPayment` in Orders or Payments API; webhook `PAYMENT.SALE.REFUNDED`.
3.3. Square
• API: `RefundPayment` endpoint; webhook `refund.updated` event.
3.4. QuickBooks Online
• API: `CreateRefundReceipt`; automatic ledger updates.
3.5. Xero
• API: `POST /Refunds` to automate refund integrations within accounting.
3.6. FreshBooks
• Feature: Automated credit notes and refunds via `Create Credit` in billing API.
3.7. Zoho Books
• API: `CreditNotes` module for refund triggers.
3.8. SAP Concur
• Feature: Automated policy-based refunds on expense rules.
3.9. Oracle Netsuite
• API: `Record Refund`; automate via SuiteScript.
3.10. WooCommerce
• API: `POST /orders//refunds` for e-commerce class fees.
3.11. Shopify
• API: `Refunds API` for membership/product fees.
3.12. Braintree
• API: `Transaction.refund` for direct payment APIs.
3.13. Authorize.Net
• API: `createTransactionRequest (refundTransaction)` endpoint.
3.14. Microsoft Dynamics 365
• Feature: Automated refund workflow in Finance or Business Central module.
3.15. Salesforce
• API: Custom triggers in Financial Services Cloud using Apex.
3.16. HubSpot
• Feature: Workflow action to send refund request to accounting integration.
3.17. Wave Accounting
• API: Automate refund transactions in payment receipts.
3.18. Mollie
• API: `Create a payment refund` endpoint; webhook for automatic updates.
3.19. GoCardless
• API: `Refunds API` for direct debit refunds.
3.20. Plaid
• API: Real-time payment verification; trigger refund action upon transaction analysis.
3.21. Slack
• Feature: Alert channel notification upon scheduled refund.
3.22. Gmail
• Feature: Automated confirmation email to member; draft with template for refund.
3.23. DocuSign
• API: Automatically issue refund approval documents and capture signatures if required by policy.
3.24. Trello
• Feature: Board card created for pending/executed refunds, assignment to staff for review.

Benefits

4.1. Reduced manual workload and errors in refund management.
4.2. Compliance with financial policies and auditing.
4.3. Faster resolution of member payment issues, improving satisfaction.
4.4. Real-time communication between accounting, management, and members.
4.5. Increased financial transparency with automated logs and tracking.