When a Hitpay charge updates, find the order row in Airtable, alert the team in Slack, then update the status in Airtable
When a Hitpay charge is updated by a refund or partial refund, this workflow looks up the matching order in Airtable, posts a Slack alert for your team and then updates that Airtable record.
Hitpay
Airtable
Slack4 steps Setup ~8 min Used on 2.3k sites Free to import
What this workflow does
If you track orders in Airtable, a refund in Hitpay leaves your base out of date until someone notices and edits the record. Your team may also want to know straight away. This four-step workflow keeps Airtable current and tells the team in Slack.
The Hitpay trigger is Charge Updated, which fires when a payment is refunded or partially refunded. Next, the Airtable Search Record step looks for the order using a filter formula you write, for example matching a payment reference column to a value from the charge. The Slack step then posts a message to the #channel you pick. Finally, Airtable Update Record changes the record the search found, such as a status field you map.
The search is what makes the update possible: it supplies the ID of the record to change. If the search finds nothing, the update has no record to work on. Task History shows what the search and the update returned, and the tips show where a Filter goes for charges with no matching order.
Refund tracking for an online store
A shop logs every Hitpay payment in Airtable. When a refund goes through, the matching order is marked refunded and #orders is told.
Partial refunds on service bookings
A studio gives partial refunds for late cancellations. Each one updates the booking's record in Airtable and alerts the front desk in Slack.
Finance review of refunds
The finance team reads a Slack channel of Hitpay refunds while Airtable keeps the order list accurate for month-end reports.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Hitpay Charge UpdatedFires when a Hitpay payment is refunded or partially refunded. Connect Hitpay and trigger a test refund so the charge details are available to map.
- Airtable Search Record
Searches your Airtable table with a filter formula. Write the formula so it matches the order to the Hitpay charge, for example on a payment ID column you store.
- Slack Send Channel Message
Sends an alert to the Slack #channel you choose. Include the refund details from Hitpay and the order details the Airtable search returned.
- Airtable Update Record
Updates the Airtable record found in step 2. Map that record's ID from the search, then set the fields to change, such as the order's status.
What you need
- FlowMatticCore
- Hitpay AccountAccount
- Airtable AccountAccount
- Slack AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Store the Hitpay payment ID in your Airtable orders table when each order is recorded. It gives the search formula an exact value to match.
- Put a Filter between the Airtable search and the Slack step that continues only when a record was found. Unknown charges then stop there, so neither the Slack alert nor the update runs for them.
- Post refund alerts to a private finance channel with Slack's Send Private Channel Message action instead of Send Channel Message.
Questions about this workflow
Which Hitpay changes start this workflow?
Charge Updated fires when a payment is refunded or partially refunded. Other Hitpay events, such as new charges or payouts, have their own triggers and don't start it.
What if the Airtable search finds no matching order?
The search returns no record, so the Update Record step has no ID to change. Task History shows what each step returned for that run. To stop such runs before the alert, put a Filter between the Airtable search and the Slack step that continues only when a record was found.
Can the Airtable record show whether the refund was full or partial?
Map whatever the Hitpay charge sends, such as the refunded amount, into a field on the record. Check a test refund to see which values Hitpay includes.
Do I need an orders table in Airtable already?
Yes. The workflow finds and updates existing records. It doesn't create an order record when the search comes back empty.
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