Cashback Settings
Configure cashback calculation rules and processing options
Configure how cashback is calculated, when it's awarded, and how refunds are handled.
How Cashback Works
When a customer places an order, RewardsPro automatically calculates cashback based on:
Order amount (subtotal, with optional inclusions)
Customer's tier (determines cashback percentage)
Product eligibility (exclusions if configured)
Order thresholds (minimum order requirements)
Cashback = Eligible Amount × Tier Cashback Rate
Example:
Order Subtotal: $100
Customer Tier: Gold (5% cashback)
Cashback Earned: $100 × 0.05 = $5.00Accessing Cashback Settings
Go to Settings in the main navigation
Select the Cashback tab
Calculation Settings
Base Calculation
Cashback is calculated on the order subtotal by default. The subtotal is the sum of product prices after line-item discounts but before shipping and tax.
Include/Exclude Options
Configure what's included in the cashback calculation:
Include Shipping
Off
Shipping costs count toward cashback
Keep off (shipping varies)
Include Tax
Off
Tax amount counts toward cashback
Keep off (tax isn't profit)
Calculate After Discounts
On
Discount codes reduce eligible amount
Keep on (standard practice)
Example with options:
Order Thresholds
Minimum Order Value
Set a minimum order subtotal required to earn cashback.
$0
All orders earn cashback
Maximum engagement
$10-25
Small orders excluded
Reduce tiny transactions
$50+
Only larger orders qualify
Premium positioning
Behavior:
Orders below threshold earn $0 cashback
Customer still accumulates spend toward tier progress
Threshold applies to eligible amount (after discounts)
Setting threshold too high may frustrate customers. Consider your average order value.
Maximum Cashback per Order
Cap the maximum cashback amount on a single order.
No limit (default)
Standard stores, simple
$50
Prevent abuse on large orders
$100
Balance protection and rewards
Custom
Based on your margins
Example:
Product Exclusions
Excluded Products
Specific products that don't earn cashback:
Gift Cards
Already a form of store credit
Donations
No profit margin
Service Fees
Not product revenue
Subscriptions
Handled separately
How to configure:
Go to Settings → Cashback
Find Product Exclusions
Search and select products to exclude
Save changes
Excluded Collections
Exclude entire product collections:
Sale/Clearance
Already discounted, margins thin
Cost Items
Sold at or below cost
Partner Products
Different margin structure
Pre-Orders
Revenue not yet realized
Mixed order handling:
Processing Rules
Automatic Processing
Orders are processed automatically when:
Payment Status
Order marked as "Paid" in Shopify
Customer Account
Customer has email on file
No Exclusions
No excluded products or collections apply
Above Threshold
Meets minimum order requirement
Processing timeline:
Order placed and paid
Webhook received (instant)
Cashback calculated
Balance credited to customer
Ledger entry created
Manual Review Queue
Flag orders for review before processing:
Cashback exceeds $X
Off
Protect against large orders
First-time customer
Off
Fraud prevention
Multiple orders same day
Off
Detect abuse
Guest checkout
Off
Encourage account creation
Refund Handling
Automatic Reversal
When an order is refunded in Shopify, cashback is automatically reversed:
Full refund
100% of original cashback deducted
Partial refund
Proportional amount deducted
Item return
Item's portion of cashback deducted
Partial refund example:
Negative Balance Handling
If reversal exceeds current balance:
Allow Negative
Balance can go negative, recovered on next order
Cap at Zero
Balance stops at $0, remainder forgiven
"Cap at Zero" prevents negative balances but may result in lost cashback revenue.
Grace Period
Optional delay before processing refund reversals:
Immediate (default)
Real-time accuracy
24 hours
Allow for refund adjustments
3 days
Complex refund scenarios
7 days
High-value orders
Best Practices
For New Stores
Start with conservative settings:
For Established Stores
Optimize based on data:
For High-Volume Stores
Protect margins while rewarding loyalty:
Troubleshooting
Customer Didn't Receive Cashback
Verify order is marked "Paid" in Shopify
Check if products were excluded
Confirm order met minimum threshold
Review manual review queue
Check for processing errors in sync status
Wrong Cashback Amount
Review what's included in calculation
Check for excluded products in order
Verify customer's current tier
Confirm discount handling
Refund Not Reversing Cashback
Check if order was originally synced
Verify refund webhook was received
Review grace period setting
Check for sync errors
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