Automated Payment Transaction Ledger with Google Sheets and PayPal

This project automates the recording of PayPal transactions in a Google Sheet and triggers the delivery of license keys for digital products. It streamlines payment tracking, license management, and reduces manual effort.

AI-Generated Diagram: Cross-Functional Flowchart for Automated Payment & License Delivery

The Problem/Need/Why:

Manually logging transactions and managing license keys can be time-consuming and error-prone, especially for digital products with frequent sales. This project automates these processes, providing real-time tracking, ensuring accuracy, and freeing up valuable time for other business tasks.

Workflow/User Journey:

1. Purchase on Website: A user purchases a product (e.g., an AC2F premium license) on the website. The payment is processed through PayPal.

2. PayPal IPN Notification: PayPal sends an Instant Payment Notification (IPN) to a designated endpoint (likely a web server or cloud function). You’ll want to clarify how you’re receiving the IPN.

3. Transaction Logging (Google Apps Script): A Google Apps Script is triggered (either directly by the IPN or via an intermediary service). The script extracts the transaction details from the IPN message (e.g., transaction ID, amount, payer email, product purchased).

4. Google Sheet Update: The script appends a new row to a Google Sheet, logging the transaction details. This sheet serves as the payment transaction ledger.

5. License Key Retrieval: The script retrieves the appropriate license key from another Google Sheet (or a database) based on the purchased product. (Mention how you manage the association between products and license keys.)

6. License Key Delivery (Gmail API): The script uses the Gmail API to send an email containing the license key to the purchaser.

7. Error Handling (Important): The script includes robust error handling to manage cases where the PayPal IPN fails, the license key retrieval fails, or the email sending fails. (Be sure to mention this aspect, as robust error handling is critical for financial transactions.)

The Client/Target Audience:

• This system was developed for my own product, AC2F. However, It can a reusable and adaptable solution for other businesses selling digital products and requiring automated payment tracking and license key delivery.

Technology Used:

• Google Apps Script: Core automation logic for transaction logging, license key retrieval, and email delivery.

• PayPal API Integration (IPN): Capturing real-time payment notifications.

• Gmail API: Automated email delivery of license keys.

• Google Sheets API: Managing transaction data and license key information.

• Database Management (using Google Sheets as a database). Consider mentioning if you plan to migrate to a more robust database solution as your product scales.

• E-commerce Integration: Understanding of e-commerce workflows and payment processing.

• Security Best Practices: Secure handling of financial data and license keys. This is a critical aspect to emphasize.

Key Metrics/Achievements:

• Number of transactions processed automatically.

• Reduction in manual effort for transaction logging and license key delivery.

• Improved accuracy in financial records.