FINANCE
Detect Mid-Cycle Plan Change Mischarges and Queue Credit Memos
Listens for Stripe subscription plan changes, recomputes the correct prorated amount.
How it runs
The automated pipeline, trigger to output.
- TriggerStripe subscription.updated eventStripe
- LogicKeep only mid-cycle price/quantity changes
- ActionFetch invoice and proration line itemsStripe
- LogicRecompute expected proration and compute delta
- LogicBranch on delta exceeding tolerance
- OutputQueue credit-memo draft for review in SlackSlack
What it does
When a customer upgrades or downgrades mid-cycle, Stripe's automatic proration occasionally diverges from your contracted pricing (custom discounts, grandfathered rates, partial-day rounding). This workflow recalculates what the proration *should* have been from the old and new plan, compares it to what Stripe actually invoiced, and opens a credit-memo review item whenever the gap exceeds your tolerance.
When to use it
Run this when you offer mid-cycle upgrades/downgrades and carry non-standard pricing where Stripe's default proration can't be fully trusted. It catches silent over-billing (a refund you owe) and under-billing (revenue leakage) before either turns into a support ticket or an audit finding.
How it works
- 1A Stripe `customer.subscription.updated` event fires when a plan item changes.
- 2A filter keeps only events where the price or quantity actually changed mid-period.
- 3The workflow fetches the prior invoice and the proration line items from Stripe.
- 4It recomputes the expected prorated charge from contracted rates and compares against the invoiced amount.
- 5If the delta exceeds the tolerance, a credit-memo draft (customer, delta, direction, evidence) is posted to the finance review channel in Slack for approval.
Set it up
What you configure once, before turning it on.
- 1Connect StripeCustomers, subscriptions, payments.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Weekly Proration Anomaly Audit to Notion
Each week it aggregates all flagged proration discrepancies from Snowflake, scores them against anomaly thresholds, and publishes a finance-ready audit page in Notion with totals.
Accrual Chase Board in Monday with Per-Owner Tasks
On a schedule it reads open uncoded expenses from Snowflake and creates or updates a Monday item per department owner.
Draft and Send Proration Over-Billing Correction Emails
For each confirmed over-billing credit, an agent drafts a clear, customer-specific apology email explaining the proration error and the credit applied.
Expense Submission Webhook Instant Triage and Routing
Receives each expense submission via webhook the instant it's filed, classifies it as in-policy, needs-review, or hard-violation, and routes it to auto-approval.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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