Refunds and returns without the back and forth:
checked against your rules, approved by a person
A refund request usually needs five messages before anyone has enough information to decide. An agent collects the order, the reason and the evidence in one pass and hands a person a decision ready to approve.
Why a simple refund takes five messages
A refund or return request rarely arrives with everything needed to decide it. A customer says an item was wrong or broken. Someone on the team has to ask for the order number, the reason in more detail, a photo if the policy requires one. Then they check the return window, then the item’s condition rules. This often takes four or five separate messages spread over a day or two, and the customer gets more frustrated with each round.
Volume makes this worse. A store running a promotion or shipping at scale sees refund requests spike right when the team is also busiest with new orders. The same structured-but-manual intake has to happen for every single request. There is no shortcut for the simple, clearly-within-policy cases that make up most of the volume.
Consistency and exposure are the third issue. Different team members apply the return window or condition rules slightly differently under pressure. One person approves a refund outside policy while another denies an identical request. That kind of inconsistency erodes trust once customers compare notes. Over time, it erodes the policy itself.
What the agent collects before a person decides
The agent runs the intake conversation and collects the order number, the reason, and whatever evidence your policy requires: photos, a description of the issue. It all happens in one guided exchange instead of five separate back-and-forth messages. It checks the request against your actual return window and condition rules as it goes. By the time a request reaches a person, the mechanical checking is already done.
For requests that clearly fit your policy, the agent prepares a decision packet. The order, the reason, the evidence, and which policy rule applies, all ready for a single approval click. Nothing is approved automatically. A person signs off every time, but that sign-off takes seconds instead of the full intake-and-check process, because the groundwork is already there.
Once approved, the refund is triggered through your existing payment provider, using the same channel your team already uses. There is no separate manual step in Stripe, PayPal or your marketplace’s payout tool. Return shipping labels, where your policy includes them, get generated and sent to the customer as part of the same flow.
What stays a person’s approval
Approval of every refund and return, without exception. Anything that falls outside your stated policy routes to a person with full context, rather than a scripted response. A request past the return window, a disputed reason, a high-value item, all go that way. Policy itself, what qualifies for a refund and under what conditions, is set and changed by your team.
How we keep money from moving unapproved
A hard rule means no refund moves money without a human approval click, logged with who approved it and when. Every intake and decision packet is stored for audit, useful if a payment provider or a customer disputes a refund later. Requests outside policy are flagged rather than auto-denied, so a person decides the exception instead of a script.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Single automation | from $700 | One store, one payment provider, policy-check intake | 5 to 10 days |
| Department package | from $2,500 | Refunds and returns plus order status and warranty intake | 2 to 4 weeks |
Running cost is usually $20 to $70 a month in model usage, mostly for the guided intake conversation.
Related
This pairs directly with order status answers, since a refund request often starts as a status question. Warranty and complaint intake covers the physical-goods version of a similar structured intake. See support ticket triage to route refund requests to this flow automatically from a general inbox. Full package details are on the AI agents service page. For the guards behind a marketplace’s money flows, see the digital goods marketplace automation case study and the ProBay AI agent team case study.
Want refund intake that checks itself against your policy before a person signs off? Get in touch and send us your current return policy.
Tired of doing this by hand? We can take the whole routine off your team, not only this step: Routine takeover, from $400 →
FAQ
How much does refund automation cost?
From $700 for one store with one payment provider, live in 5 to 10 days. Multiple providers, marketplaces, or a more complex return-condition workflow usually run $1,200 to $2,800.
How long before it is live?
5 to 10 days once we have your actual refund and return policy and read access to your order and payment systems.
Does the AI issue refunds on its own?
No. It checks a request against your policy, collects the evidence needed, and prepares a decision packet. A person approves before any money moves, every time, no exceptions.
What about disputed or unusual cases?
Anything outside your stated policy routes straight to a person with full context, instead of a scripted denial. A damaged item past the return window, a customer disputing the reason, these are exactly that kind of case.
Is payment data safe?
The agent never touches card numbers or payment credentials directly. It reads order and refund status through your payment provider's API and triggers an approved refund through the same channel your team already uses.