Handle failed Stripe payments with Slack, ClickUp, Gmail and Google Sheets

How it works

This workflow automatically handles every failed Stripe payment by collecting all details, assessing severity, and taking immediate action — alerting your team, creating recovery tasks, escalating repeat failures, notifying the customer, and logging everything — without any manual effort.

Step-by-step

• Trigger & parse

• Stripe Trigger – Listens for charge.failed, invoice.payment_failed, and payment_intent.payment_failed events from Stripe.

• Parse & Enrich Payment Data – Extracts and normalizes customer name, email, plan, amount, failure code, attempt count, and assigns severity (LOW / MEDIUM / HIGH / CRITICAL) and ClickUp priority based on payment amount.

• High value check

• High Value Check – Checks if the failed payment is $1,000 or more to route it to a critical or standard alert path.

• Slack — Critical Alert – Posts a urgent CRITICAL PAYMENT FAILURE message to Slack with full payment and customer details.

• Slack — Standard Alert – Posts a standard payment failed message to Slack for lower-value failures.

• Task creation

• ClickUp — Create Recovery Task – Creates a prioritized recovery task in ClickUp with due date set to 24h (critical) or 48h (standard) from failure time.

• Repeat failure check

• Retry Count Check – Checks if the payment has failed more than twice to determine if escalation is needed.

• Slack — Escalation Alert – Sends a ESCALATION message tagging the billing manager when repeated failures are detected.

• Customer notification & logging

• Send a message – Sends an HTML-formatted Gmail to the customer explaining the failure, reason, and next retry date.

• Log to Google Sheets – Appends all payment failure details including severity, attempt count, failure code, and Stripe links to a tracking sheet.

• Create or update a contact – Creates or updates the customer record in HubSpot with their name, email, and plan details.

Why use this?

• Instantly catches every Stripe payment failure across all event types with zero manual monitoring
• Severity-based routing ensures critical high-value failures get immediate escalated attention
• Auto-creates ClickUp recovery tasks so every failure has an owner and a deadline
• Escalates repeated failures automatically so chronic issues never slip through unnoticed
• Keeps customers informed with professional failure emails while logging everything for reporting and CRM hygiene