Returns automation for your e-commerce store
Connect the request, policy checks, warehouse receipt and approved refund in one traceable workflow.We build around your existing store, carrier and helpdesk. Routine administration moves between tools, while your team owns approvals and exceptions. Explore the worked example below, alongside support, stock and reporting automation.
You agree the outcome, we build it, and you get the hours back to grow the business.
What we’d put on Autopilot
Start with the routine administration, then agree the approvals and exceptions your team keeps.
- Routine support answered, with exceptions routed to your team
- Returns tracked from request through approved refund
- Order and stock data synced across your tools
- Sales and stock reports built for you each week
Automations built for e-commerce
The builds we’d scope first: each one takes a named task off someone’s week.
- 01
24/7 support agent
An AI agent trained on your policies handles “where’s my order?” and the routine, escalating the rest.
- 02
Returns & refunds workflow
Connect policy checks, approved returns, external labels, warehouse receipt and authorised refunds. Keep exceptions in a named review queue.
- 03
Order & stock syncing
Keep store, fulfilment and accounting data in sync automatically.
- 04
Automated reporting & alerts
Daily sales and stock summaries, with alerts when a number matches the agreed review rule.
Follow a return from request to recorded refund
This illustrative example uses two fictional orders in GBP. Inspect the case records and event log to see what moves forward, what waits for approval and how a repeat action is handled.
| Case | Requested return | Recorded refund | Outcome |
|---|---|---|---|
| SYN-RETURN-A | 1 of 2 items at £48 | £48 | Received, refund approved and reconciled |
| SYN-RETURN-B | 1 item at £72 | Awaiting decision | Condition exception held for human review |
Separate the return from the refund
The first case passes the agreed policy check. A merchant approves the return, the connected carrier or team supplies its label, and the warehouse records the received quantity and condition. An authorised team member then approves the £48 refund.
Resolve an uncertain result before trying again
The example pauses when the refund result is unknown. It reconciles the store’s recorded refund against the case and approval version, then suppresses the repeated operation. The log contains one £48 refund record. A recorded refund does not establish when funds reach the customer’s bank.
Keep exceptions with a named owner
The second case needs a condition decision. Its approved and recorded refund amounts stay blank while the case waits in review. Your agreed policy and authorised team determine the next action.
Check the same totals at handover
The two orders contain £168 of items, with £120 requested for return. The records show £48 refunded and one case awaiting review. Tax, shipping and discounts are outside this small example; a production build maps those separately.
Download the case records and checks
The files demonstrate the proposed controls. They do not execute a return or refund. Status names are our teaching labels, and all order, label and refund references are fictional.
Build around your store’s existing returns tools
Shopify already supports returns. Its return request waits for merchant review, and approval opens it for processing. Its reverse-delivery API attaches an externally supplied label. We scope the work between your store, carrier, warehouse and helpdesk, then confirm API access and staff permissions.
Your handover includes the field map, approval rules, exception queue, access register, acceptance results and runbook. We test duplicate delivery, unknown outcomes, missing data and alert ownership before launch. Any ongoing monitoring is scoped separately.
Shopify references reviewed 17 October 2026. Available actions depend on your platform, configuration and access.
See the returns checks in sequence
A simulated sequence for the approved case above. Real cases stop at any unmet check or unresolved outcome.
- Request capturedThe workflow checks the order, requested quantity and agreed policy; exceptions wait for review.
- Return approvedA merchant approves the return. A connected carrier or team supplies the label and tracking.
- Receipt checkedThe warehouse records received quantity and condition against the case.
- Refund authorisedAn authorised team member approves the amount and refund operation version.
- Outcome reconciledThe store refund reference is recorded. Unknown outcomes pause for reconciliation; repeated operations are suppressed.
Simulated example, not a real client
Put your own numbers in
Estimate your current administration cost. Any saving depends on the steps we can automate, the review time that remains and the ongoing running cost.
Returns administration cost calculator
Model the current administration cost using your own return volume and handling time. Defaults are illustrative inputs.
Done for you. Fully yours and in your control.
You approve every launch
You approve the plan and build before it touches your business, then sign off the launch.
It hands control back when unsure
If it’s unsure, it routes the decision to a person with the context attached.
It frees your team for valuable work
AI handles the busywork; your people handle the judgement and the relationships.
The services behind it
We handle the technical side end to end. Here’s what tends to do the heavy lifting for you.
- 01AI Agents & Chatbots
Answer customers instantly, day or night
AI assistants that answer, qualify and support around the clock, built on your business and trained in your voice.
- 02Workflow & Process Automation
Stop copying data between apps
Manual imports? Out the window. We wire the tools you already run together so data moves automatically, with the system built and maintained for you.
- 03Reporting Automation
Get every recurring report assembled and delivered
Reporting workflows that collect, check, assemble and deliver recurring reports from connected sources.
- 04Automation repair
Get your automation working correctly again
Fix failed workflows, duplicate actions, missing leads and broken connections between your tools.
Guides on exactly this
Clear reads on how it works, what it costs, and where to start before you commit to anything.
Every step, on the record.
Every aircraft carries a black box that records the whole flight. It’s what investigators trust. Your Autopilot has one too: every action logged, backed up and reversible. You keep a clear view of every job it handles.
- Every action, loggedEach step the Autopilot takes is written down with a timestamp: a full flight record you can read.
- Backed up before it actsA backup is saved before each change, preserving the previous state of your data.
- Undo anythingA restore point on every step means any action can be rolled back to the saved state.
- 08:59:14Autopilot · engagedsession opened
- 09:41:02invoice #1183 · reminder sentbackup written
- 09:41:57enquiry “Priya K.” · replied + bookedlogged
- 09:42:10Monday report · delivered to 3 inboxeslogged
- 09:43:33duplicate contact · mergedrestore point saved
Questions from e-commerce
Yes. We train it on your policies, tune its tone and ask you to sign off how it sounds before launch. Questions outside its approved knowledge route to your team.
Bring one returns process to scope
Tell us your store platform, monthly return volume, carrier, warehouse and helpdesk. Include where cases get stuck and who approves returns and refunds.
The brief opens with an editable returns description. Add your country, budget and timing. We review the connections and return a proposed scope and fixed quote.