SpotOn Refund Exception Monitoring Automation
Every morning, WebRun opens SpotOn's refund and transaction adjustment report, pulls all refunds processed the previous day, compares each against your 30-day average in Google Sheets, flags any refund that exceeds your per-transaction or daily-total threshold, and posts a clean exception list to your manager Slack channel for follow-up.
How do I automatically flag unusual refunds in SpotOn each morning?
WebRun pulls SpotOn's complete refund log each morning and compares the previous day's totals to a 30-day rolling baseline in Google Sheets. Any refund that exceeds your per-transaction or daily-total threshold is flagged and posted to your manager Slack channel with the server name, authorizing manager, and reason, so unusual patterns are caught before they compound.
- Unusual refund patterns caught the morning after they occur, not weeks later
- Every flagged refund linked to the server and manager who authorized it
- 30-day trend log in Google Sheets gives context for whether today is truly an outlier
Built for restaurant managers · bar and nightclub operators · retail store managers · multi-location hospitality groups
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
spoton.comin a real browser with your saved login - no setup, no API keys. -
1
SpotOn - pull yesterday's refund and adjustment transactions
spoton.com
WebRun opens SpotOn to pull yesterday's refund and adjustment transactions. - Open SpotOn reporting and navigate to refunds and transaction adjustments for yesterday
- Capture each refund: amount, date, time, server, authorizing manager, payment method, and reason if recorded
- Calculate total refund amount and refund count for the day
Done when All refund and adjustment transactions from yesterday are captured from SpotOn.
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2
Google Sheets - compare to 30-day baseline and flag exceptions
google.com
WebRun opens Google Sheets to compare to 30-day baseline and flag exceptions. - Append yesterday's refund count and total amount to the rolling refund log in Google Sheets
- Calculate the 30-day average for daily refund count and total refund amount
- Flag the day if total refunds exceed the 30-day average by more than your configured threshold (default: 50 percent)
- Flag any individual refund that exceeds your per-transaction limit (default: $50)
Done when Exceptions are identified and flagged against the 30-day baseline.
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3
Slack - post exception report to manager channel
slack.com
WebRun opens Slack to post exception report to manager channel. - Post the daily refund summary to the manager Slack channel: total refunds, count, and any flags
- List each flagged refund with the server name, authorizing manager, amount, and reason
- If no exceptions, post a brief all-clear so managers know the check ran
Done when Managers have yesterday's refund exception report in Slack.
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 reverse or approve any refunds automatically?
No. WebRun only reads and reports. It never modifies, reverses, or approves any refund in SpotOn. All follow-up decisions are made by a manager.
How are the per-transaction and daily thresholds set?
The defaults are $50 per transaction and 50 percent above the 30-day daily average. Both thresholds can be adjusted in your workflow settings before the first run.
What if there are no refunds that day?
WebRun posts a brief all-clear message to Slack confirming the check ran and no refunds were processed, so managers always know the workflow is active.
Related templates
Put this on autopilot.
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