About This Automation
Returns and warranty claims require manual data entry, order lookups, and eligibility checks that consume significant coordinator time. Manager approval delays often stretch claim resolution to hours or days.
Automation captures claim details from email and web forms, enriches them with original order data, and evaluates warranty eligibility in minutes. Managers receive pre-screened claims with clear recommendations, accelerating approval and customer notification.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new return or warranty claim arrives via email, web form, or phone message. The automation detects the incoming claim and extracts the customer contact and issue summary.
The automation parses the claim message, extracts customer name, order number, product SKU, and issue description, then queries to fetch the original order and warranty expiry date.
The automation compares the claim date against the warranty expiry and issue type against the warranty policy rules, then assigns an eligibility status (eligible, expired, or out of scope).
If eligible, route to approval. If not eligible, send a rejection notice to the customer and log the claim as closed.
The automation creates a new claim ticket with all extracted details, eligibility status, and a link to the original order.
A notification is sent to the fulfilment manager with the claim summary, eligibility status, and a link ticket for quick review and approval.
An automated email is sent to the customer confirming receipt of their claim, the expected review timeline, and a claim reference number for tracking.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Xero
HubSpot
Google Sheets
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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