Automated refund processing for cancellations

Purpose

1.1. Automate refund processing for participant cancellations in aromatherapy classes within the education sector, wellness & spa industry.
1.2. Automates end-to-end financial workflows by instantly identifying payment status, validating eligibility, and initiating refund to the original payment method.
1.3. Supports compliance, audit tracking, client notifications, and reconciliation in one automated solution for finance administration.

Trigger Conditions

2.1. Customer submits a class cancellation request using a booking system or web form.
2.2. Booking status automatically updates to 'cancelled' in CRM or class management platform.
2.3. Payment processor or finance API automator receives a cancellation event.
2.4. Cancellation window, refund eligibility, or class rules validated automatically prior to initiating refund.

Platform Variants

3.1. Stripe
• Feature/Setting: Use Refunds API; Configure ‘PaymentIntent.refund’ event; automate refund initiation on cancellation.
3.2. PayPal
• Feature/Setting: Configure Refund Transaction API; Use IPN/Webhook to automate refund request when class is cancelled.
3.3. Square
• Feature/Setting: Automate Refunds API; configure automated triggers based on booking cancellation status change.
3.4. Shopify
• Feature/Setting: Orders API – automate refund through “refundCreate” mutation upon event trigger.
3.5. WooCommerce
• Feature/Setting: Automate refunds via REST API v3; plugin event trigger when order status changes to “cancelled.”
3.6. QuickBooks Online
• Feature/Setting: Automated Refund Receipt creation via API call when a booking is cancelled.
3.7. FreshBooks
• Feature/Setting: Use Client Payment API to automate refund creation; trigger workflow on invoice status change.
3.8. Xero
• Feature/Setting: Automate “RefundReceipt” API endpoint on class cancellation trigger.
3.9. Zoho Books
• Feature/Setting: Refunds API; automate refunds for payments when cancellation webhook received.
3.10. Salesforce
• Feature/Setting: ProcessBuilder/Flow automates refund task; integrate with AppExchange payments tool for refund API.
3.11. HubSpot
• Feature/Setting: Custom Workflow trigger – automate “refund” property on contact, use payment provider API callout.
3.12. Wix Bookings
• Feature/Setting: Automate refund processing with onBookingCancelled event and payment provider integration.
3.13. Calendly
• Feature/Setting: Use webhook on event cancellation, automate payment refund with external processor API.
3.14. Eventbrite
• Feature/Setting: Webhooks for event cancellation; automate attendee refund request API.
3.15. Gravity Forms
• Feature/Setting: Automate refund trigger on form submission or status change with payment gateway add-on/API.
3.16. Zapier
• Feature/Setting: Automate refund process by connecting booking app, CRM, and payment gateway actions.
3.17. Make (Integromat)
• Feature/Setting: Automate refund scenario with triggers for cancellation and refund API calls.
3.18. G Suite (Google Apps Script)
• Feature/Setting: Automate refund script; trigger refund from Sheets on class cancellation row update.
3.19. Trello
• Feature/Setting: Card movement or label automation signals class cancellation, integrate with refund API call.
3.20. Monday.com
• Feature/Setting: Board automation triggers on booking status “cancelled,” use integration for refund process.

Benefits

4.1. Automates finance team workload, reducing manual intervention and errors.
4.2. Enhances customer experience with rapid, automated refund execution.
4.3. Improves compliance by automatedly logging every step, supporting traceability.
4.4. Accelerates reconciliation processes by automating finance entries across connected systems.
4.5. Automator reduces operational costs and creates a scalable, automatable solution for high volume cancellation handling.