Refunds: Emails You Need To Send

Who is involved in sending and receiving emails?

Client

This is you, you are consuming the Flywire API as a client. A client can have access to multiple recipients.

 

You (the client) are always the one sending emails.
Recipient

From your perspective as a client, there can be two kinds of recipients:

  1. Your Recipients: These are the ones you set up with Flywire.
    For example, if you're a client called "Milky Way Galaxy University," you could have "Campus Mars" and "Campus Earth" as your recipients, because each campus has its own bank account and currency.

  2. Third-party recipients:: These are recipients set up by Flywire with someone else but you're using them.
    For example, you are "Universe ERP" and your customers are "Milky Way Galaxy University" and "Andromeda Galaxy University". They use your ERP solution to let their students make payments. You have access to all recipients in Flywire and make sure to give your customers access to the right ones. For example, you give "Galaxy University" access to "Campus Mars" and "Campus Earth" so that they can use your ERP to let their students make payments.

 

Both kinds of recipients can receive emails from you.
Payer

A payer is someone making a payment. To a payer, a client (Galaxy University) and a recipient (Campus Mars) might seem the same. But from Flywire's perspective, a payer always pays to a recipient, since recipients hold the necessary bank account details.

 

Payers can receive emails from you.

Refund emails to the payer

Who is the payer?

The payer is the one who paid for the original payment. Since a refund is always created for a payment the payer you need to send emails to is the payer of the original payment.

 

Email Description Mandatory? Example
Refund initiated

It is recommended that you inform your payer that you have started a refund for them. Useful information to include is:

  • Let your payer know that Flywire manages the refund and that you will let them know when Flywire has received the funds from you.

  • Give your payer an expected timeframe for the refund process to manage their expectations.

 Optional, but highly recommended  
Refund received

You need to send this to your payer after Flywire received the money for the refund from the recipient.

You'll know that this has happened when the refund is in status received, see Refund Status Notifications.

 Mandatory
Refund finished

You need to send this to your payer after Flywire transferred the money for the refund to the payer. Note that it can take some time until the money appears in the payer's bank account. Make sure to make your payer aware of this in your email.

You'll know that this has happened when the refund is in status finished, see Refund Status Notifications.

 Mandatory

Refund emails to recipient

Who is the recipient?

The recipient is the recipient of the original payment. Each payment has a recipient, and since a refund is always created for a payment the recipient you need to send emails to is the recipient of the original payment.

 

Email Description Mandatory? Example
Refund received

You need to send this to the recipient after Flywire received the money for the refund from the recipient.

You'll know that this has happened when the refund is in status received, see Refund Status Notifications.

 Mandatory
Refund cancelled

You need to send this to the recipient after a refund was cancelled - either by you or by the recipient.

You'll know that this has happened when the refund is in status cancelled, see Refund Status Notifications.

 Mandatory
Refund finished

You need to send this to the recipient after Flywire transferred the money for the refund to the payer. Note that it can take some time until the money appears in the payer's bank account. Make sure to make your recipient aware of this in your email.

You'll know that this has happened when the refund is in status finished, see Refund Status Notifications.

 Mandatory