Mark Square Refunds on Airtable Sales Records

4 min setup

No coding required

Runs automatically

If you log Square sales in Airtable, a refund at the counter never reaches that log, so your Airtable totals keep counting money you gave back. This workflow watches Square for new refunds, finds the sale's record in Airtable by its Square order ID, and updates it with the refunded amount, the refund date and a refunded status.

Use this template → Related article

Square reports a new refund

Airtable finds the original sale's record

Stop if the sale was never logged

Airtable records the refund on the sale

How it works

4 steps to keep Square refunds out of your Airtable sales totals

App connector: Square • Time to complete: 1 minute

Run when a refund is created in Square, full or partial.

App connector: Airtable • Time to complete: 1 minute

Search the sales table with a filterByFormula matching the Square Order ID field to the refund's order ID, returning at most one record.

App connector: Filter • Time to complete: 1 minute

Continue only when the lookup found a record, so refunds for sales from before the log started are ignored.

App connector: Airtable • Time to complete: 1 minute

Update the found record: add the refund amount to Refunded Amount, set Refund Date to the refund's created date, and set Status to Refunded or Partially refunded by comparing the refund to the sale total.

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FAQs

Does this handle partial refunds?

Yes. The refund amount is added to the record's Refunded Amount field, and the status is set to Partially refunded when the total refunded is less than the sale total.

What happens if the sale isn't in Airtable?

The workflow stops without changing anything. That covers refunds on sales made before you started logging Square sales in Airtable.

Personalize this template

Customize this workflow even further:

Set custom delays

Schedule actions to trigger after a set time period, such as sending follow-up emails 3 days after an event.

Chain multiple actions

Connect several steps together in one workflow, like tagging data, updating records, and notifying your team simultaneously.

Store data in tables

Save order details, customer preferences, or custom metrics in your own database for reference and reporting.

Deploy AI agents for smart decisions

Let AI agents evaluate complex scenarios and choose the right action path based on your defined rules.

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keep Square refunds out of your Airtable sales totals

4 min setup • Fully supported if you need help