The Scenario
You publish digital content on Payhip and track every sale in an Excel workbook — 300 rows, one per transaction, with gross amounts in the "Gross" column and status in the "Status" column of the "Sales" worksheet. Last week Payhip started routing refund webhook events through the same Power Automate flow, and they're landing in the "Refund Events" worksheet. Nobody told the revenue tracker about any of this. The "Status" column still says "Completed" for 18 rows that should now read "Refunded," and "Gross" still reflects the pre-refund amount for all of them.
The quarterly report is due in two days. The net revenue figure is wrong.
The bad version:
- Read the refund payload in the first row of "Refund Events", extract the transaction ID, scan the "Sales" worksheet to find the matching row, change "Status" to "Refunded," and subtract the refund amount from "Gross".
- Repeat for each refund event — 18 of them.
- Hope you matched the right row each time and didn't introduce a rounding error in any of the manual subtractions.
The report goes to leadership. Getting this wrong is not an abstract cost — it's a conversation you don't want to have.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the refund events in one worksheet, matches them against your sales rows, and applies the updates — status and net revenue — without you scanning rows by hand.
For each row in my "Refund Events" worksheet, match the order ID against the "Sales" worksheet and update the Status and Net Amount columns accordingly.
What You Get
- Each refund event in "Refund Events" is matched to the corresponding row in "Sales" by order ID.
- The "Status" column is updated to "Refunded" for each matched row.
- The "Net Amount" column is recalculated to reflect the refund subtraction.
- Any refund event that doesn't find a match is flagged in a new "Unmatched" worksheet rather than silently dropped.
What If the Data Is Not Quite Ready
The refund payloads and the sales log use different ID formats
For each refund event in "Refund Events", extract the order ID and strip any prefix (e.g., "PAY-") before matching against the "Order ID" column of the "Sales" worksheet. Update "Status" to "Refunded" and subtract the refund amount from "Net Amount" for each matched row. Flag unmatched refunds in an "Unmatched" worksheet.
Some transactions have already been manually marked as refunded — skip those
For each refund event in "Refund Events", find the matching row in "Sales". If "Status" already says "Refunded", skip that row and note "Already updated" in an "Audit" column. If "Status" says anything else, update it to "Refunded" and subtract the refund amount from "Net Amount".
The refund events span multiple worksheets
Process the Payhip refund webhook data in "Refund Events". Search for matching order IDs in both the "Main Sales" worksheet and the "Supplementary Sales" worksheet. Apply the status and net revenue updates to whichever worksheet holds the match. Flag unmatched refunds in a "No Match" worksheet.
Full reconciliation in one prompt — parse refunds, match, update, and produce a net summary
Parse the refund webhook data in "Refund Events". Match each refund to the "Sales" worksheet, update "Status" to "Refunded", subtract the refund amount from "Net Amount". Then produce a summary in a new "Reconciliation Summary" worksheet showing total transactions, total refunds, and net revenue.
One prompt closes the loop between the refund events and the revenue figure you're about to present.
Try It
Get the 7-day free trial of SheetXAI and open the workbook where your Payhip sales data and refund webhooks are both living, then ask it to reconcile them and recalculate net revenue. For subscription-level analysis, see Build a New Subscriber Report From Payhip Webhook Data in an Excel workbook or return to the Payhip integration overview.