Automated Ghost Kitchen Refund Exception Flags
Every night, WebRun opens Otter and scans the day's refunds and chargebacks, compares them against your configured thresholds, logs every exception to a Google Sheet, and posts a ranked Slack summary so your team can review high-value or repeated refunds and dispute them through the right channel.
How do I automatically flag refund exceptions for my ghost kitchen delivery brands?
Every night, WebRun scans Otter for refunds and chargebacks, flags any that exceed your configured per-order or per-brand thresholds, logs every exception to a Google Sheet with reason code and platform, and posts a ranked list to Slack. Your team reviews and disputes each one. Nothing is filed automatically on your behalf.
- Refund exceptions surface in Slack every night - before platform penalty thresholds are crossed
- A Google Sheet audit trail covers every exception with reason code and severity
- Repeated refund patterns per brand are visible in the running weekly totals
Built for ghost kitchen operators · operations managers · multi-brand delivery teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
dashboard.tryotter.comin a real browser with your saved login - no setup, no API keys. -
1
Otter - scan today's refunds and chargebacks by brand
tryotter.com
WebRun opens Otter to scan today's refunds and chargebacks by brand. - Open Otter and filter today's orders for refunds and dispute requests
- Capture the order ID, brand, refund amount, reason code, and delivery platform for each
- Compare today's refund rate per brand against your configured baseline
- Flag any individual refund above your per-order threshold or any brand above its daily rate threshold
Done when All refund exceptions for the day are identified and categorised by severity.
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2
Google Sheets - log each refund exception with full context
google.com
WebRun opens Google Sheets to log each refund exception with full context. - Open the refund exception tracker sheet
- Append a row for each exception: date, brand, order ID, refund amount, reason code, platform, and severity flag
- Update the running weekly and monthly refund rate totals for each brand
Done when All exceptions are logged with full context and running totals updated.
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3
Slack - post ranked exception list for team review
slack.com
WebRun opens Slack to post ranked exception list for team review. - Post the ranked exception list to the ops Slack channel, highest value first
- Include brand, platform, reason code, and suggested action (dispute, acknowledge, or investigate) for each item
- Mention the brand manager for any brand that has exceeded its weekly refund rate threshold
Done when The ranked refund exception list is live in Slack for team review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it dispute refunds with delivery platforms automatically?
No. WebRun flags and logs the exception and suggests whether to dispute, acknowledge, or investigate. All disputes are filed by your team through the delivery platform's own process.
What refund thresholds does it use?
You configure the thresholds at setup: for example, any individual refund over $30, or any brand with a daily refund rate above 5%. WebRun uses only the thresholds you set.
How does it help protect our delivery platform ratings?
By surfacing high-value or repeated refunds every night with reason codes, your team can identify patterns, fix underlying issues, and dispute invalid chargebacks before they accumulate into a rating penalty.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.