Forms Integrations
How to Send an Email When a Gravity Forms Payment Is Refunded
You can use Zapify to automatically send an email whenever a payment made through a Gravity Forms form is refunded on your WordPress website.
For example, you can notify your finance team when a refund happens, alert whoever manages a particular order, or keep an internal record of refunds without checking Gravity Forms manually.
Instead of checking payment entries yourself, Zapify can send the email automatically the moment a refund is recorded.
What Does This Automation Do?
This automation uses:
- Trigger: A payment is refunded
- Action: Send an email
The trigger tells Zapify when the automation should start.
When a payment made through the selected Gravity Forms form is refunded, Zapify automatically sends the configured email.
Why Use This Automation?
This automation can be useful when you want to:
- Get notified the moment a refund is issued.
- Keep your finance or accounts team informed automatically.
- Track refunds without checking Gravity Forms entries manually.
- Make sure a refund does not go unnoticed by the team handling the order.
- Trigger a follow-up process, such as updating internal records.
- Avoid manually cross-checking payments against refunds.
Who Can Use This Automation?
This automation can be useful for:
- WordPress website owners taking payments through Gravity Forms.
- Businesses using Gravity Forms with a payment add-on (Stripe, PayPal, or another gateway).
- Finance and accounts teams.
- Customer support teams who need to know when a refund has gone through.
- Agencies managing client websites that collect payments.
How to Create This Automation
Step 1: Create a New Automation
Go to Zapify and create a new automation.
Give your automation a name that makes it easy to understand.
For example:
Notify Team When Gravity Forms Payment Is Refunded
Click Create to continue.
Step 2: Add the Trigger
Click Add Trigger.
Select Gravity Forms as the trigger app.
Select:
A payment is refunded
This tells Zapify to start the automation only when a payment on the selected form is refunded.
Step 3: Configure the Gravity Forms Trigger
Select the Gravity Forms form you want Zapify to monitor.
For example, if your website has an Order Form connected to a payment add-on, select that form.
Once the form is selected, Zapify will run the automation whenever an entry on that form has its payment status changed to refunded.
Make sure the correct form is selected before continuing.
Step 4: Add the Action
Once the trigger is configured, click Add Action.
Select Wordpress as the action app.
Select:
Send an email
This tells Zapify what should happen after a payment is refunded.
Step 5: Configure the Email
Configure the email you want Zapify to send.
Choose who should receive the notification and enter the email subject and message.
For example:
To: Your finance team
Subject: A payment has been refunded
Message:
A payment made through your website has just been refunded.
Please review the entry for the full order and refund details.
You can use the {} token button to include information about the refund, such as the amount, the transaction ID, or the customer's details.
Configure the email according to your needs.
Step 6: Set the Automation Live
Once everything is configured, click Set Live at the top.
A newly created automation is initially a Draft.
The automation will only start working after you set it live.
How to Test the Automation
To test the automation:
- Locate a completed payment entry for the selected Gravity Forms form.
- Issue a refund through your payment gateway (or your gateway's sandbox mode).
- Wait for Gravity Forms to record the refund on the entry.
- Wait for the automation to run.
- Check the configured email recipient's inbox.
If the automation is active and the refund was recorded, Zapify should send the configured email.
Simple Example
Imagine a customer requests a refund for an order placed through your Order Form.
You process the refund through your payment gateway.
Zapify detects that the entry's payment status changed to refunded and automatically sends an email to your finance team.
The workflow is:
Gravity Forms payment is refunded → Zapify detects the refund → Email is sent
Your team can then update internal records without manually checking for refunds.
Other Ways You Can Use This Automation
You can use this automation for many different refund scenarios.
For example:
Payment is refunded → Notify the finance team
Payment is refunded → Notify the website owner
Payment is refunded → Notify customer support
Payment is refunded → Send an internal record of the refund
Payment is refunded → Notify whoever manages that order
You can customize the email according to your workflow.
Frequently Asked Questions
Can Zapify send an email when a Gravity Forms payment is refunded?
Yes. The A payment is refunded trigger starts the automation as soon as a payment on the selected form is marked as refunded.
Does Zapify issue the refund itself?
No. Refunds are processed through your payment gateway as normal. This automation only reacts once Gravity Forms records that a refund has happened.
Can I choose which Gravity Forms form triggers the automation?
Yes. You can select the Gravity Forms form that Zapify should monitor.
Can I include refund details in the email?
Yes. You can use the available {} token options to include information about the refunded payment.
Can I customize the email subject and message?
Yes. You can customize both the subject and message of the email.
Does this work with any payment gateway Gravity Forms supports?
Yes. Zapify reacts to Gravity Forms marking the payment as refunded, regardless of which supported gateway processed it.
Do I need to write any code?
No. You can configure this automation using Zapify's trigger and action settings without writing code.
Summary
With Zapify, you can automatically send an email as soon as a Gravity Forms payment is refunded.
The setup is simple:
A payment is refunded → Send an email
This can help finance and support teams stay on top of refunds without manually checking payment entries.
Once the automation is set live, Zapify handles the notification automatically.