Part 1 The problemWhy teams need this
01 · THE PROBLEM
The moment after a customer pays is the most important in the relationship, and it's usually when things go quiet. Someone has to notice the payment, update three systems and write the welcome. Automating the chain means the customer hears from you while they're still glowing.
Part 2 How it worksWhat it does, step by step
02 · WHAT IT DOES
When a customer pays, the payment webhook is verified by signature before anything else happens. The invoice and customer are updated, purchased service lines are marked paid, and the team hears about it first. A thank-you email is drafted and approved in Slack, then sent, and onboarding starts. Payments it can't match raise an alert.
03 · HOW IT RUNS
Step by step, as built.
Verify the payment
The webhook signature is checked. Only a genuine paid-invoice event goes any further.
Update the records
The invoice is marked paid, the customer converted and their service lines flipped to paid.
Tell the team first
The team gets the payment alert before the customer gets anything.
Approve the thank-you
A welcome email is drafted and approved in Slack, then sent.
Start onboarding
The onboarding workflow is kicked off. Unmatched payments raise an alert.
04 · WHERE A PERSON STAYS IN
The machine drafts. A person decides.
The thank-you email waits for a person's approval in Slack. A rejection skips the email and logs why.
05 · TOOLS AND APPS
Built around the systems already in the process.
06 · WHEN SOMETHING BREAKS
Failure is designed in.
- 10nodes retry automatically when an external API fails.
- 3decision points (IF or Switch) check the data before it moves on.
- ✓Anything unhandled triggers our central error workflow, so a crash gets reported instead of failing silently.
Standard on every build
- Schema validation before downstream writes
- Retry and error routes for external API failures
- Duplicate-safe processing and idempotent updates
- Human approval where the action carries business risk
- Execution logging for support and audit review
Part 3 The impactWhat it's worth, and how we'd build yours
07 · PROJECTED IMPACT
What it should change in the business.
Projections for a typical deployment. The calculation below shows the math, and you can put in your own numbers.
08 · ROI CALCULATION
How it pays back in your business.
The starting numbers are a hypothetical deployment sized to the projections above. Change any of them to your own volumes and costs, and the math updates underneath.
- Full-time equivalent freed
- 0.2 people
- Gross value
- $13,600
- Running cost
- −$300
- Return per $1 of running cost
- $45.3
The math: 80 payments × 25 min × 12 months × 85% ÷ 60 = 340 hours a year × $40/hour = $13,600. Net value = gross value − $300 running cost a year.
09 · HOW WE'D BUILD YOURS
How we'd build yours.
- Discover: map the current process, systems, volumes, owners and exceptions.
- Design: define the canonical data model, approvals, retries and system boundaries.
- Build: implement credentials, nodes, validation and observable error routes.
- Prove: run controlled data through success, duplicate and failure scenarios.
- Operate: publish runbooks, ownership and measurable service levels.
