Cashback Processing

Configure how cashback is calculated and awarded on customer orders

RewardsPro offers two modes for processing cashback: Automatic and Manual. Choose the mode that fits your business needs.

Processing Modes

Mode	Description	Best For
Automatic	Cashback awarded instantly when order is paid	Most stores, hands-off operation
Manual	Review and approve each order before awarding	High-value items, fraud-prone categories

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Automatic Mode

Automatic cashback mode calculates and awards store credit instantly when an order is marked as paid.

1

Enable Auto Processing

Toggle Auto Processing ON in Feature Manager

1. Go to Dashboard or Settings

2. Find Feature Manager

3. Enable Auto Cashback Processing

2

Verify Loyalty Engine Status

Check that the Loyalty Engine is actively processing

The status indicator shows:

• 🟢 Active: Processing orders automatically

• 🟡 Paused: Temporarily stopped

• 🔴 Error: Check configuration

3

Monitor Processed Orders

Orders are processed and credited automatically

Auto-processed orders show:

• ✅ Cashback amount awarded

• ✅ Customer balance updated

• ✅ Transaction in ledger

Automatic Processing Flow

Order Created → Payment Confirmed → Webhook Received → 
Cashback Calculated → Credit Issued → Customer Notified

Timeline:

Step	Timing
Order paid	T+0
Webhook received	T+0 to 30s
Cashback calculated	< 1 second
Credit issued	Immediate
Customer sees balance	Real-time

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Manual Mode

Manual cashback mode requires you to review and approve each order before store credit is issued.

1

Enable Manual Mode

Toggle Auto Processing OFF for manual review

1. Go to Feature Manager

2. Disable Auto Cashback Processing

3. Orders will now queue for review

2

Review Pending Orders

Orders waiting for cashback approval

Pending orders display:

• Order details and total

• Customer tier and rate

• Calculated cashback amount

• Approve or Reject buttons

3

Approve and Issue Credit

Review and confirm the cashback amount

Before approving:

1. Verify order is legitimate

2. Confirm customer identity

3. Check calculated amount

4. Click Approve to issue credit

When to Use Manual Mode

Scenario	Why Manual
High-value products	Verify before large cashback
Fraud-prone category	Review suspicious orders
New program launch	Monitor initial transactions
B2B orders	May have special rates
Custom calculations	Need to adjust amounts

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Switching Between Modes

From Manual to Automatic

1. Process any pending orders first

2. Enable Auto Processing

3. New orders will process automatically

From Automatic to Manual

1. Disable Auto Processing

2. New orders will queue for review

3. Already-processed orders are not affected

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Processing Indicators

Order Status Badges

Badge	Meaning
✅ Processed	Cashback awarded
⏳ Pending	Awaiting review (manual mode)
⏸️ Held	Flagged for review
❌ Rejected	Cashback denied
🔄 Reversed	Cashback reversed (refund)

Dashboard Metrics

Monitor processing health:

• Orders processed today

• Total cashback issued

• Pending queue size (manual mode)

• Failed processing count

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Error Handling

Common Issues

Issue	Cause	Solution
Not processing	Auto mode disabled	Enable in Feature Manager
Customer not found	No account	Order processes when account created
$0 cashback	Excluded products	Check exclusion rules
Delayed processing	Webhook queue	Usually clears within minutes

Manual Intervention

If an order fails to process:

1. Go to Orders page

2. Find the order

3. Click Process Cashback

4. Confirm the calculated amount

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Best Practices

For Automatic Mode

✅ Do:

• Monitor dashboard daily

• Set up error notifications

• Review large cashback amounts

• Audit transactions weekly

For Manual Mode

✅ Do:

• Process orders promptly

• Set daily review schedule

• Document rejections

• Track approval times

General

❌ Don't:

• Leave orders pending too long

• Ignore processing errors

• Skip fraud checks

• Forget to verify customer accounts