Returns and damage claims arrive through multiple channels and require manual data entry, photo review, and approval delays. Staff spend hours logging information, assessing damage, and waiting for manager sign-off before processing refunds or replacements.
Automation captures claims from all channels, assesses damage photos instantly, checks inventory in real time, and flags only high-risk claims for human review. Approved refunds and replacements process within minutes, and customers receive confirmation automatically.
The full workflow, from trigger to completion.
Claim arrives via email, web form, or phone. The automation platform monitors and web form submissions for new claims and extracts customer and order details automatically.
The automation extracts customer name, order number, claim type, reason, and any attached photos. Data is logged directly into a centralised database or Google Sheet without manual entry.
The automation queries to fetch the original order details, product information, and current stock levels. This data is appended to the claim record.
The automation reviews damage photos, claim details, and inventory status to recommend a refund, replacement, or request for more information. the automation flags high-value or suspicious claims for human review.
If the claim exceeds a threshold or is flagged as suspicious, it routes to a manager for review. Otherwise, it proceeds to auto-approval.
For approved claims, the automation initiates a refund or creates a replacement shipment. The action is logged and timestamped.
The automation sends a templated confirmation email with refund amount, replacement tracking number, or next steps. Customer receives immediate notification.
The automation posts a summary of the resolved claim so the team has real-time visibility into return volume and outcomes.
No credit card, no commitment. Map your process and walk away with a full build plan.
A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.
Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.
Your build plan stays in your workspace with no expiry. Move forward whenever the timing is right.
Other high-impact processes teams commonly map alongside this one.
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required — it's free.