Stripe Refund Status in Chat for WooCommerce Orders
Yes. AeroChat answers Stripe refund status for WooCommerce orders, in the chat. It reads the refunds on the WooCommerce order, checks each one was sent through the Stripe gateway, and reads its status in Stripe: succeeded, pending, failed or canceled, on WhatsApp and every other channel.
This recipe answers “where is my refund?” for orders paid with the WooCommerce Stripe Payment Gateway, after your team has refunded them in WooCommerce. Part of connecting the WooCommerce Stripe Payment Gateway to WhatsApp and AI chat.
What happens today
Your team refunds an order in WooCommerce and the extension sends it to Stripe. A week later the shopper asks where the money is. Someone opens the order, then the Stripe Dashboard, to check the refund went through. Now and then they find the refund was recorded manually in WooCommerce and never reached Stripe at all.
The flow that works
- The shopper asks about a refund.
- AeroChat asks for the order number and email, and checks both match the order in WooCommerce.
- It reads the refunds on the order: amount, reason, date, and whether each one was refunded through the gateway.
- For a refund sent to Stripe, it reads the refund in Stripe.
- Succeeded: it gives the amount and date, and how long card refunds take to show. Pending: it says Stripe is still processing it.
- Failed, canceled, recorded only in WooCommerce, or no refund: it hands the conversation to your team with the details.
What it looks like on WhatsApp
Customer: Order 7265 was refunded last Tuesday and I still don’t see it on my card. (example)
AeroChat: Can you confirm the email on the order?
Customer: nora.k@example.com
AeroChat: Thanks, Nora. A refund of US$59 for order 7265 was sent to your card on November 4 and Stripe shows it as succeeded. Card refunds can take 5 to 10 business days to appear on your statement.
In WooCommerce and Stripe: nothing changes. AeroChat read the refund on order 7265, refunded through the gateway, then its status in Stripe: succeeded.
The recipe
Copy this into AeroChat
When a customer asks about a refund, follow these steps.
- Ask for their order number and the email they ordered with. Find the order in WooCommerce and check the email matches. Never share the order if it does not.
- Read the refunds on the order.
- For each refund that was refunded through the payment gateway, read the refund for this order’s payment in Stripe.
- If it succeeded, tell them the amount and the date, and that card refunds can take 5 to 10 business days to show.
- If it is pending, tell them Stripe is still processing it and that we will not refund twice.
- If it failed or was canceled, tell them our team will sort it out and hand the conversation over with the order number, amount and reason.
- If the refund was only recorded in WooCommerce and not sent to Stripe, or there is no refund, do not promise anything. Ask what they were told and hand the conversation to our team.
Never create a refund in this workflow. Reply in the customer’s language.
Change step 6 to match who handles refund problems in your team before you paste it.
What to connect
- WooCommerce orders. In WooCommerce, go to Settings, Advanced, REST API, and add a key with read access. Order refunds, including whether each one went through the gateway, are documented at woocommerce.github.io/woocommerce-rest-api-docs.
- Stripe. In your Stripe Dashboard, create a restricted key that can read payments and refunds. Refund statuses are documented at docs.stripe.com.
- Your policies. Upload your returns and refund policy to the AeroChat knowledge base so the replies match it.
The 5 to 10 business days in the recipe comes from the Stripe extension’s own documentation. Change it if you tell customers something different.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect WooCommerce and Stripe, add your knowledge base, then switch it on. If it built the connection from the public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Who handles failed refunds and refunds that never reached Stripe.
- What you tell customers about card refund timing.
- Whether new refund requests go to your team or to your returns workflow first.
The result to expect
Refund questions get one clear answer from the order and from Stripe. Refunds that were recorded but never sent are caught the first time a customer asks.
Measure it with your own numbers: refund questions answered by hand per week, and refunds found that never reached Stripe.
See also: Stripe payment status for WooCommerce orders and Stripe refund status outside WooCommerce.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, Telegram, the chat on your store and email, with the same connection behind it. See what each channel does on the Stripe gateway integration page.
Channel versions: WhatsApp returns and refunds.
Answer refund questions from WooCommerce and Stripe
Add your keys, refund a test order in WooCommerce with the extension in test mode, and ask your own number where the refund is.
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