Automated Thinkific Sales Reconciliation
Every Monday, WebRun opens Thinkific, pulls last week's orders, transactions, refunds and coupon use, lines them up against the payouts that reached your bank, writes the reconciled ledger into Notion, and posts the totals and anything that does not match to Slack.
How do I reconcile course sales, refunds and payouts each week?
WebRun opens Thinkific every Monday and pulls last week's orders, refunds, coupon use, and payouts. It writes a reconciled ledger into Notion showing gross, refunds, discounts, and net against what was actually paid out, then posts the totals and any mismatch to Slack, so the platform total matches the bank.
- Platform totals and bank payouts are lined up every Monday
- Refunds with no matching order surface the same week
- A weekly ledger your bookkeeper can work straight from
Built for course creators · online educators · bookkeepers · digital product businesses
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
www.thinkific.comin a real browser with your saved login - no setup, no API keys. -
1
Thinkific - pull orders, refunds and payouts
thinkific.com
WebRun opens Thinkific to pull orders, refunds and payouts. - Open Thinkific and filter orders and transactions to last week
- Capture each order with the student, the course, the gross amount, and any coupon applied
- List every refund with its date, amount, and the original order it belongs to
- Read the payouts recorded for the period and their dates
Done when Last week's orders, refunds, coupons, and payouts are all captured.
-
2
Notion - build the reconciled ledger
notion.so
WebRun opens Notion to build the reconciled ledger. - Write the reconciled ledger into your finance database: gross sales, refunds, discounts, net, and payouts
- Match every refund to its original order and flag any that has no match
- Show the difference between net sales and the payouts recorded for the period
- Keep each week as its own row so the running position is visible
Done when Last week's ledger row is written with net sales and payouts side by side.
-
3
Slack - post the totals and mismatches
slack.com
WebRun opens Slack to post the totals and mismatches. - Post last week's totals to your internal finance channel: gross, refunds, discounts, net, payouts
- Lead with any gap between net sales and payouts so the mismatch is the headline
- List refunds with no matching order and unusually large discounts
- Keep it internal. WebRun never contacts a student about their order
Done when The finance channel has last week's totals and every unmatched item.
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
Will it issue or approve refunds?
No. WebRun reads refunds that already happened and reports them. Issuing a refund, cancelling an order, or changing a payout is never done on your behalf.
Does it contact students about their orders?
No. Everything it produces is internal: a Notion ledger and a Slack summary for you and your bookkeeper. No student is emailed or messaged.
What happens when the numbers do not match?
The gap leads the Slack message. Refunds with no matching order, unusual discounts, and any difference between net sales and payouts are named so you can chase them the same week.
Related templates
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