Refund and cancellation processing automation

Purpose

 1.1 Automate end-to-end workflows for refunds and cancellations initiated by clients for aerobics classes: including request intake, eligibility verification, payment gateway interaction, ledger updates, and communication.
 1.2 Eliminate manual reviews, reduce errors, ensure regulatory compliance, and enhance user satisfaction by promptly returning funds and updating financial records.
 1.3 Provide a seamless, real-time system for both ad-hoc and policy-defined refund scenarios, scalable from individual to batch transactions.
 1.4 Log all activity for audit and back-office reporting, ensuring full traceability and transparency.

Trigger Conditions

 2.1 Submission of cancellation/refund form by client via web or app.
 2.2 API event from booking system or CRM indicating cancellation request.
 2.3 Payment failure or dispute notification from payment processor.
 2.4 Manual flag by staff in finance or front-desk systems for refund/cancellation.

Platform Variants

 3.1 Stripe
 • API: Refunds API — CreateRefund endpoint for card/ACH reverse. Sample: POST /v1/refunds with charge ID.
 3.2 PayPal
 • API: Payments Refunds POST /v2/payments/captures/{capture_id}/refund.
 3.3 Square
 • API: RefundPayment endpoint; configure payment_id and amount fields.
 3.4 Razorpay
 • API: Refund Payment API, POST to /payments/{payment_id}/refund.
 3.5 WooCommerce
 • Feature: REST API “Create Refund”; trigger on order status “cancelled.”
 3.6 Shopify
 • API: Order Refund API — POST /admin/api/2023-04/orders/{order_id}/refunds.json.
 3.7 QuickBooks
 • Feature: Refund Receipt Creation — POST /v3/company/{companyId}/refundreceipt.
 3.8 FreshBooks
 • API: Payments Refund — POST /payments/credit_notes/{credit_note_id}/refunds.
 3.9 Xero
 • API: Create Credit Note — POST /api.xro/2.0/CreditNotes for refund allocation.
 3.10 Zoho Books
 • API: Credit Notes Refund API — POST /creditnotes/{creditnote_id}/refunds.
 3.11 Zendesk
 • Feature: Trigger ticket creation for refund request. Configure trigger on ticket subject includes “refund”.
 3.12 HubSpot
 • API: Custom workflow action — Calls refund webhook when deal stage updated to “Refunded.”
 3.13 Slack
 • Feature: Outgoing webhook — Posts to #finance when refund triggered.
 3.14 GMail
 • Setting: Filter + webhook forwarding for refund notification emails; auto-response enabled.
 3.15 Google Sheets
 • Feature: Apps Script — On edit (refund row added), trigger external API for payment reversal.
 3.16 Chargebee
 • API: Refund Invoice — POST to /invoices/{invoice_id}/refunds.
 3.17 Braintree
 • API: Transaction Refund — POST /merchants/{merchant_id}/transactions/{transaction_id}/refund.
 3.18 GoCardless
 • API: Refund a Payment — POST /payments/{identity}/refunds.
 3.19 SendGrid
 • API: Transactional Template; auto-email notification for refund completion.
 3.20 Twilio
 • Feature: SMS API — Send automated SMS to client on refund by POST to Message endpoint.
 3.21 Salesforce
 • Flow: Process Builder — triggers outbound message or webhook when refund record created.
 3.22 Microsoft Teams
 • Feature: Incoming Webhook — Refund notifications posted to finance channel.

Benefits

 4.1 Cuts refund processing time from days to minutes.
 4.2 Minimizes financial errors and duplicate entries.
 4.3 Centralizes all payment, client, and communication records for audits.
 4.4 Provides instant, multi-channel client confirmation (SMS/email/in-app).
 4.5 Auto-updates bookkeeping for zero-lag reporting and compliance.
 4.6 Scalable for peak periods and batch processing.
 4.7 Reduces manual staff workload and support queries.