Automation Case Study: Make Payment Order Notification Automation
Online shopping mall operators often find their days flying by as they manually check each completed payment, transfer order and customer information to spreadsheets, and send purchase notification messages one by one.
When API tokens expire, the flow gets interrupted by manual renewals, and on busy days, omissions and data entry errors pile up, causing a surge in customer inquiries and complaints.
A shopping mall with exactly these concerns reached out to us, and we solved the problem by automating the entire process from payment confirmation to notifications, record-keeping, and token renewal using MAKE.
Repetitive Manual Work Can't Continue Like This
The client was repeating the same process daily: checking payment details on PortOne after KG Inicis payments, verifying order and customer information on Imweb, manually organizing everything in Airtable, and finally sending SMS via Solapi.
"If payment confirmation is delayed, customers call us first."
"I've had cases where data got mixed up because rows shifted while copying to spreadsheets."
"When the Imweb API token suddenly expires, everything stops for hours."
As workload increased, omissions and delays piled up, and technical issues like token expiration frequently interrupted operations, driving team fatigue to extreme levels.
Above all, the biggest problem was the lack of real-time capability due to too many manual steps between payment, order, and notification processes.
So we designed an automated flow in MAKE that connects everything from the moment of payment completion to customer notification, data recording, and token renewal.
End-to-End Automation of Payment, Order, and Notification with MAKE
We created a scenario that links PortOne, Imweb, Airtable, and Solapi together, triggered by payment completion.
The four key pillars were real-time detection, conditional token renewal, referential integrity maintenance, and automatic notification delivery.
We designed it with webhook-based architecture to ensure not a single payment is missed, and structured the data in Airtable so that customer, payment, and order records are all interconnected.
Complete Flow at a Glance
- Starts with a KG Inicis payment completion webhook.
- Retrieves payment details from the PortOne API and extracts key values like orderId.
- Checks the Imweb token in Airtable and automatically refreshes it if expired.
- Fetches order and customer details via the Imweb API.
- Records customer and payment details in Airtable with linked records.
- Immediately sends a purchase completion SMS to the customer via Solapi.
Detailed Scenario Configuration
Step 1. Payment Completion Detection
We configured a Custom Webhook to receive signals when a payment is completed on KG Inicis.
The payment_id from the incoming payload is standardized and passed to the next module.
Step 2. Retrieving Payment Information
An HTTP module sends a GET request to the PortOne API to retrieve detailed payment information.
Key fields such as orderId, payment amount, and payment method are safely parsed and set as variables.
Step 3. Retrieving the Token
We query the key table in the "Imweb Integration" base in Airtable to retrieve the access token, refresh token, and last renewal timestamp.
Logic was added to determine whether the token has expired based on these values.
Step 4. Refresh Token and Token Update
If the token is more than 2 hours old, a conditional refresh request is sent to the Imweb API.
The new access token, refresh token, and renewal timestamp are updated in Airtable, and the authentication variables for the current flow are replaced using Set Multiple Variables.
Step 5. Securing the Access Token
If a renewal occurred, the new token is selected; otherwise, the existing token is used for all subsequent HTTP calls.
This step prevents interruptions caused by authentication errors.
Step 6. Retrieving Order Information
A GET call is made to the Imweb order details API using the orderId and access token.
Only the necessary fields such as order number, amount, orderer name, phone number, and email are extracted and passed to subsequent steps.
Step 7. User Search
The customer record is searched in the Airtable "user" table using the phone number or email as the key.
The record linking strategy is branched based on whether the customer already exists.
Step 8. Adding Payment Records
A payment record is created in the "payment" table with the order number and amount recorded.
At the same time, it is linked to the customer record via a link field to ensure referential integrity.
Step 9. Adding Users
A new customer record is created conditionally only when no search results are found.
Name, phone, email, and activation status are saved and linked to the payment record just created.
Step 10. Sending Purchase Notification
Finally, a purchase completion SMS is automatically sent via the Solapi module.
The template includes the order number, payment amount, and brief inquiry instructions so the customer can confirm immediately.
Zero-Miss Real-Time Processing: Here's How It Changed
The entire flow from payment completion to order confirmation, recording, and notification is processed automatically in real time.
Since it's webhook-based, wait times have been eliminated, and customer notifications go out immediately after payment, ending response delays.
The sections that used to stop due to token expiration are now designed to self-recover through conditional refresh.
With customer, payment, and order records linked in Airtable, lookup and tracking have become much easier.
By eliminating manual transcription and copy-paste, omissions and data entry errors have been significantly reduced.
Time Savings Proven by the Numbers
Previously, each order took an average of 10 minutes to process.
With 10 orders per day, that was 100 minutes or 1 hour and 40 minutes lost daily.
Based on 260 working days per year, approximately 430 hours were saved.
430 hours. At an hourly rate of 20,000 KRW, that's 8.6 million KRW.
With repetitive tasks eliminated, the team can now focus on core work like customer communication, planning, and promotional operations.
Our repetitive work can be eliminated.
That time can be filled with your own valuable activities.
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