How to process bulk refunds with approval in Chargebee

Problem Statement

You need to process bulk refunds for subscription fees and want an approval workflow before refunds are completed.

Solution

Chargebee does not have a built-in bulk refund approval feature. You can use a combination of CSV import for bulk operations and custom user roles to manage refund permissions.

Configuration steps

Prepare your CSV file

1. Create a CSV file listing all transactions to refund. Include columns such as Transaction ID, Amount, and Reason for Refund.
2. Ensure the CSV format matches Chargebee's import requirements.

Upload the CSV

1. Go to Settings > Import and Export data > Choose a bulk operation and select the refund-related bulk operation. Requires SME validation: Verify the exact navigation path for bulk refund import.
2. Upload your CSV file and map the data to the correct fields.

Set up custom user roles

1. Go to Settings > Configure Chargebee > User Roles and click Add Role.
2. Create roles such as "Refund Initiator" (can initiate refunds) and "Refund Approver" (can approve refunds). Configure refund permissions for each.
3. Assign roles to the appropriate users.

Implement the approval process

1. Users with the Refund Initiator role initiate refunds from the uploaded CSV and notify the Refund Approver.
2. Users with the Refund Approver role review and confirm refunds in Chargebee.

Important notes

• Ensure your CSV adheres to Chargebee's format specifications.
• Configure user roles carefully to prevent unauthorized refund approvals.
• The approval workflow is manual and requires coordination between roles.
• Review user roles and permissions regularly for security and compliance.