Forms Integrations
How to Send an Email When a Gravity Forms Payment Is Refunded
To send an email automatically when a Gravity Forms payment is refunded, build a Zapify automation that pairs the A payment is refunded trigger with the Send an email action. Zapify does not issue the refund — your gateway does — but the moment Gravity Forms records that the entry's payment was refunded, Zapify emails whoever needs to know. This is free in Zapify and needs no code.
What this automation does
This automation connects one trigger to one action:
- Trigger: A payment is refunded (Gravity Forms)
- Action: Send an email (WordPress)
When a payment on the selected Gravity Forms form is marked as refunded, Zapify sends the email you configure. Both the trigger and the action are part of Zapify's free build, so no PRO license is required.
How to create this automation
Everything is built in the Zapify visual builder. You need Gravity Forms installed with a payment add-on (Stripe, PayPal, or another supported gateway) that has already processed at least one payment.
Step 1: Create a new automation
- In the WordPress admin, go to Zapify → Automations.
- Click Add New to open the builder.
- Name it clearly, for example Notify finance when a Gravity Forms payment is refunded.
Step 2: Add the trigger
- Click Add Trigger.
- Choose Gravity Forms as the app.
- Select A payment is refunded.
Step 3: Configure the Gravity Forms trigger
Select the Form you want Zapify to watch — for example, an Order Form connected to your payment add-on. Zapify then runs the automation whenever an entry on that form has its payment status changed to refunded.
Step 4: Add the Send an email action
- Click Add Action.
- Choose WordPress as the app.
- Select Send an email.
Step 5: Configure the email
Fill in the email fields:
- To — the recipient, for example your finance or support inbox.
- Subject — for example,
A payment has been refunded. - Message — the body of the notification.
Use the token button ({ }) beside the subject and message fields to insert live values from the refunded payment. See Tokens you can insert below.
Step 6: Set it live and save
New automations start as a Draft. Set both the trigger and the action to Live, then click Save. The automation runs only once it is live.
Tokens you can insert
The A payment is refunded trigger exposes these payment tokens, plus the standard Gravity Forms entry tokens. Insert them with the { } button.
| Token | What it holds |
|---|---|
| Transaction ID | The gateway's transaction reference |
| Amount | The raw payment amount |
| Amount, formatted | The amount with its currency symbol |
| Currency | The payment currency code |
| Payment status | The status reported by the add-on |
| Payment method | The gateway or method used |
| Payment date | When the payment was recorded |
| Subscription ID | The subscription reference, if any |
| Note | The payment note, if any |
| Entry ID / Form title | The entry the refund belongs to |
Every value shown in the builder's token list resolves at run time, and any individual form field on the entry is available as a token too.
PRO feature
This recipe emails on every refund. To fire only when a refund meets extra criteria — for example, only above a certain Amount — add an automation Condition. Conditions on automations and actions are a Zapify PRO feature; filtering the trigger by form is free. See Filters and conditions.
How to test it
- Locate a completed payment entry for the selected form.
- Issue a refund through your payment gateway, or use its sandbox/test mode.
- Wait for Gravity Forms to record the refund on the entry.
- Check the recipient's inbox.
If nothing arrives, confirm the automation is Live and check Zapify → Logs to see whether the refund was recorded and why the run did or did not continue. See Troubleshooting for more.
Conclusion
The A payment is refunded trigger paired with the Send an email action keeps your finance and support teams on top of refunds without anyone watching the Gravity Forms entries screen — free, with real refund values delivered through tokens. For the opposite event, see Send an email when a Gravity Forms payment is completed; to learn how triggers and actions fit together, see Triggers and actions.
FAQs
Can Zapify send an email when a Gravity Forms payment is refunded?
Yes. Add the A payment is refunded trigger to a Zapify automation and pair it with the Send an email action. As soon as a payment on the selected form is marked as refunded, Zapify sends the email you configured. Both the trigger and the action are free, and no code is involved.
Does Zapify issue the refund itself?
No. Refunds are always processed through your payment gateway as usual. This automation only reacts after Gravity Forms records that a refund has happened on an entry — it observes the refund and sends a notification, but it never initiates or authorises the refund on your behalf.
Can I include refund details in the email?
Yes. The trigger exposes tokens including Amount, Amount, formatted, Transaction ID, Currency, Payment method, and Payment date, along with the standard entry tokens. Insert any of them into the subject or message using the token ({ }) button, and Zapify fills in the real values when the refund is recorded.
Does this work with any Gravity Forms payment gateway?
Yes. Zapify reacts to Gravity Forms marking an entry's payment as refunded, so it works regardless of which supported gateway processed the original payment — Stripe, PayPal, or another payment add-on. You select the form to watch; no separate gateway configuration is needed inside Zapify.
Do I need Zapify PRO or any code for this?
No. The A payment is refunded trigger and the Send an email action are both in Zapify's free build, and the automation is built entirely in the visual builder. You only need Zapify PRO if you want to filter further with automation Conditions, such as emailing only for refunds above a set amount.