When a PayWhirl charge is refunded, log it in Google Sheets and notify the team in Slack

Every refund issued on a PayWhirl charge is added as a row in Google Sheets and posted to a Slack channel, so finance has a record and the team hears about it in the same minute.

PayWhirl

Google Sheets

Slack

Download this workflow Browse more workflows

3 steps Setup ~5 min Used on 1.4k sites Free to import

The When a PayWhirl charge is refunded, log it in Google Sheets and notify the team in Slack workflow on the FlowMattic canvas, with 3 steps across PayWhirl, Google Sheets, Slack — The workflow as it appears in the builder after import. Each step opens for editing.

What this workflow does

Refunds matter to more than one person. Finance needs a line for the books, and support or sales want to know a customer asked for money back. When the refund only shows inside PayWhirl, somebody has to go looking. This workflow records each refund and tells the team about it as soon as PayWhirl reports it.

The PayWhirl trigger fires when a refund is issued on a charge in PayWhirl. FlowMattic sends the refund data to Google Sheets as a new row, with each column mapped to a value such as the customer, amount or date. The same data then goes into a message in the Slack channel you pick.

The two actions are independent. If the sheet step returns an error, the Slack message is still sent, and Task History marks the step that failed so you can fix it and check the row.

Monthly refund totals for subscription boxes

A subscription box business sums the refund column in the sheet at month end instead of exporting charges from PayWhirl.

Support hears about refunds right away

A #billing channel in Slack gets a message for each PayWhirl refund, so the support lead can follow up with the customer the same day.

Spotting refund patterns by plan

With the plan or product mapped into a column, the sheet shows which offers are refunded most often.

How this workflow runs

What happens at each step once the workflow is on, and what you need before you import it.

Step 1Trigger
PayWhirl Charge Refunded
Starts a run when a refund is issued on a charge in PayWhirl. The refund and charge details are passed on for the Google Sheets and Slack steps.
Step 2Action
Google Sheets Add New Row
Adds a row to the spreadsheet and sheet you choose. Connect your Google account and map PayWhirl values to columns, for example customer email, amount refunded and date.
Step 3Action
Slack Send Channel Message
Posts a message to a Slack channel you select. Write the text and insert PayWhirl values, such as the customer and refund amount, so the team sees the details at a glance.

What you need

FlowMatticCore
PayWhirl AccountAccount
Google Sheets 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.

Add a Filter before the Slack step that continues only when the refunded amount is greater than a figure you choose, so small refunds are logged but not announced.
Put a header row in the sheet before the first test refund, so the columns are easy to map in the Google Sheets step.
To alert a private channel, swap the Slack action for Send Private Channel Message, or use Send Direct Message to tell one person.

Questions about this workflow

Will past PayWhirl refunds be added to the sheet?

No. The trigger reacts to refunds issued after the workflow is on. Older refunds need to be exported from PayWhirl separately.

Can PayWhirl refund alerts post in a private Slack channel?

The included action, Send Channel Message, posts to a channel you select. For a private channel, Slack in FlowMattic has a separate Send Private Channel Message action you can swap in.

What if the Google Sheets step fails for a PayWhirl refund?

Your team is still told in Slack, because the next step runs anyway. Task History shows the error on the Google Sheets step, so you can add the missing row by hand and correct the cause.

Do partial refunds on a PayWhirl charge start the workflow too?

The trigger fires whenever a refund is issued on a charge. Issue a small test refund and check Task History to confirm the amount fields you get back.