Zapier + Stripe → Notion Order Tracker
The Setup
The bakery takes orders through the website. Payments go through Stripe. But after someone pays, what happens? Someone needs to know there’s an order. Someone needs to know what they ordered, when they want it, and how they’re getting it (pickup Saturday, pickup Sunday, or Friday delivery).
That someone is Miles. He’s 12. He doesn’t check Stripe. He checks Notion because that’s where his task list lives. So the order needs to show up where he can see it — automatically, in language he understands, with everything he needs to fulfill it.
The Build
When a Stripe payment comes in for the Ube MKE account, Zapier catches it and creates a new entry in the Notion order database. The entry includes: customer name, what they ordered (product names and quantities), total paid, fulfillment method (pickup or delivery), requested date, and a status field that starts at “New.”
Miles sees the order board in Notion. Each order is a card he can move through columns: New → Baking → Packaged → Ready → Done. He knows what to bake, when it needs to be ready, and how the customer is getting it.
The design principle: if a 12-year-old can’t understand the order board at a glance, it’s too complicated. No codes. No abbreviations. “Sarah ordered 12 ube cookies for Saturday pickup” — that’s what shows up.
The Mess
Stripe’s webhook data doesn’t come organized the way a kid needs to read it. It comes as product IDs, price objects, and metadata fields. The Zapier step in between has to translate — mapping product IDs to readable names, extracting quantity from the line items, and pulling the fulfillment method from checkout metadata.
The first version just dumped the raw Stripe data into Notion. Miles looked at it and said “I don’t know what this means.” Fair. The translation layer took more work than the connection itself.
We also had a problem with test orders. Every time I tested the checkout flow, a fake order showed up on the board. Miles started baking for a test order once before I caught it. Now test payments are filtered out by a Zapier condition that checks for a test flag.
The Result
Orders flow from payment to fulfillment board without anyone copying data. Miles manages the board himself — moving orders through stages, checking off completions. Hazel sees the same board and knows the production load for the week.
The system has processed every Ube MKE order since launch. Zero missed orders. Zero data entry. The gap between “someone paid online” and “a kid knows what to bake” is about 30 seconds.
The Takeaway
Automation isn’t about removing humans. It’s about giving humans the information they need in the format they can use — even when the human is 12.
How It’s Built
- Trigger: Stripe payment webhook
- Automation: Zapier (multi-step zap with data translation)
- Destination: Notion order database (kanban board)
- Fields: Customer name, items, quantity, total, fulfillment method, date, status
- Filter: Test payments excluded
- Cost: Included in Zapier plan