Returns & Refunds Management
Processes return requests automatically: requests are reviewed, refunds initiated and inventory updated. The agent relieves workload on customer service and accelerates return processing.
At a glance
Up to 18 hours/week
time saving
Up to 6x within 3 months
expected ROI
Live in 3 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Return processing costs customer service valuable time every day
- Return requests arrive via email, webshop portals and WhatsApp and must be reviewed and processed one by one manually.
- Customers wait too long for confirmation and refund, leading to negative reviews and unnecessary repeat contact.
- Inventory updates after returns are delayed, so availability information becomes inaccurate.
Automated return processing from request to inventory update
- Automatically assesses whether a return request meets your return policy (timeframe, category, purchase history) and approves directly or escalates for human review.
- Initiates the refund through your payment platform (Mollie, Stripe, Adyen) as soon as return status is confirmed.
- Updates inventory directly in your webshop and ERP as soon as the returned product is received and processed.
- All customer data is processed within the Netherlands, in compliance with GDPR.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Returns & Refunds Management · Automatic processing of return requests and refunds
Receive return request
apiRetourverzoek ontvangen
Assess policy & approve
analysisBeleid automatisch toetsen
Send customer confirmation
dataKlant informeren
Initiate refund
outputTerugbetaling initiëren
Update inventory
apiVoorraad bijwerken
0
Steps completed
5
Total steps
What it delivers
Faster return processing, higher customer satisfaction
The agent assesses return requests directly and processes them without manual intervention. Customers get faster clarity and refunds, while your customer service can focus on complex cases. The result: lower operating costs, less repeat contact and a better customer experience.
less manual processing per return
from faster refund turnaround
from request to customer confirmation
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Koppelt met webshop-platformen, betaalverwerkers en logistieke partners voor een volledig geautomatiseerde retourstroom.
Webshop Platformen
Betaalverwerkers
Logistiek & Verzending
Klantenservice
Frequently asked questions
Can the agent flexibly apply our return policy (e.g., per product category)?
Yes, we configure the return policy fully based on your rules: return periods per category, exceptions for sale items or custom-made products, and specific requirements per sales channel. The agent applies the policy consistently to each request.
How does the integration with our payment platform work for refunds?
We integrate directly with Mollie, Stripe, Adyen or other payment processors via their API. The agent initiates the refund as soon as the return is approved or the product is received - depending on your policy. All transactions are logged for administration and audit.
What if a return request falls outside the rules or is questionable?
Requests that don't meet the automatic policy are forwarded directly to a staff member with all relevant context (purchase history, previous returns, reason). This way staff only handle exception cases.
Are customer data processed securely?
All customer data is processed within the Netherlands on EU servers in compliance with GDPR regulations. Personal data is not shared with external parties outside of necessary payment and logistics integrations.
How quickly can this be implemented in our webshop?
Standard implementation takes 2-3 weeks. We start with an intake to map out your return policy and systems, then proceed with technical integration and testing. After go-live we monitor actively for the first few weeks.
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