FINANCE
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.
How it runs
The automated pipeline, trigger to output.
- TriggerConfirmed over-billing credit memo
- ActionPull plan change and credit details from StripeStripe
- ActionAgent drafts customer correction email
- LogicReviewer approves or edits draft in SlackSlack
- OutputSend correction email via GmailGmail
What it does
Once finance confirms a customer was over-charged on a mid-cycle change, this workflow handles the customer communication. An agent reads the credit-memo record, writes a plain-English email that names the plan change, states the corrected amount and the credit applied, and avoids billing jargon. A human approves before anything sends.
When to use it
Use it when over-billing corrections are frequent enough that hand-writing each apology is a drag, but the message still needs to feel human and accurate. It turns a reconciliation record into a trustworthy customer touchpoint instead of a silent credit the customer never understands.
How it works
- 1A confirmed over-billing credit memo (from the review queue) triggers the run.
- 2The agent pulls the customer, the specific plan change, the billed vs correct amount, and the credit applied.
- 3It drafts a concise correction email tailored to that customer's situation.
- 4The draft is posted to Slack for a reviewer to approve or edit.
- 5On approval, the email is sent to the customer via Gmail and the send is logged on the memo record.
Set it up
What you configure once, before turning it on.
- 1Connect StripeCustomers, subscriptions, payments.
- 2Connect GmailRead, draft, send, label.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Finance workflows
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Receipt Upload OCR Policy Check with Manager Escalation
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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.
Detect Mid-Cycle Plan Change Mischarges and Queue Credit Memos
Listens for Stripe subscription plan changes, recomputes the correct prorated amount.
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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