Keap Automated Event Billing & Refund Workflow Blueprint

Event Billing & Refund Automation Blueprint

Managing the financial aspect of high-volume events can be a manual nightmare. This blueprint provides a structured logic flow for Keap users to automate the lifecycle of a ticket transaction, from initial purchase to potential refund.

Phase 1: Successful Purchase & Invoice Generation

When a ticket is purchased via Tixified, the data syncs to Keap. Your automation should trigger the following:

• Tag: [Event Name] - Purchased
• Action: Apply 'Paid' status to the Keap Order.
• Communication: Send immediate 'Payment Confirmation' email with PDF invoice attached via Keap's internal file system.

Phase 2: The Failed Payment Recovery (The 'Churn' Loop)

Don't lose attendees to expired cards. Set up this sequence:

Phase 3: Standardized Refund Logic

When a refund is requested, use a 'Refund Decision' internal form in Keap:

1. Full Refund: Apply Tag 'Refunded - Full'. Trigger automation to void the ticket and send a confirmation email.
2. Partial Refund (Cancellation Fee): Use a custom field to calculate the fee, adjust the order, and trigger the partial payment notification.