Refund Prep
Prepares every refund decision for you. You approve the exact amount and issue it.
Process a refund
From a refund request to exactly the refund you approved. The AI prepares; you decide and issue.
The ECHO line
Your OK covers one exact amount, for one order, by one method. If any of it changes, the run asks again.
The refund loop for shops and service businesses: prepare the facts, you decide, then issue exactly what you approved and check the payment record shows it once. Exceptions, chargebacks, disputes and anything with a legal threat stay with you from the first message.
TO BE TESTED — RESULTS WILL BE SHAREDFrom how we run our own AI agent teamSetup: about 30 minStandard5 of 5 free opens left
At a glance
- You decide every refund; the AI prepares the facts.
- One OK covers one exact amount, customer, order and method.
- If no one can tell whether a refund went through, the run stops and you check the payment record.
Where the lines fall
AI may prepare
- A summary for your decision: the order, the amount, the policy excerpt and what the customer said.
- Then a draft reply that states your decision.
Only after a person says yes
- Issuing a refund, a partial refund or store credit.
- Sending the reply to the customer.
Human reserved
- Exceptions to your policy, chargebacks and disputes, and anything with a legal threat.
Stops when
The order record is missing or doesn't match, the amount passes your limit, someone asks to send the money somewhere else, or no one can tell whether a refund already went through.
Takes over
The owner
Steps
Spots the refund request and hands it over with the customer's own words.
AIPrepares the summary: order, amount, the policy lines that apply, what the customer said and anything that doesn't match.
AIYou
Decide: refund, partial refund, store credit or no. Exceptions, chargebacks and legal threats stay with you.
YouYou
Approve the exact amount, customer, order and method.
Your OKYou
Issue it in your payment tool, and check the payment record shows it once.
Your OKDrafts the reply that tells the customer your decision; it goes out only after your OK.
Your OK
Model fit
Best fit
- Everyday assistant
Also fits
- Built into your business tools
Avoid
- Fast and low-cost
- Personal agent (acts for you)
Use an everyday assistant to prepare the summary and the customer reply. Fast, low-cost models slip more on refund judgment calls, so keep them out of this run. The refund itself goes through your payment tool, by you; no agent in this run holds the payment login.
Where it runs
- Messaging (WhatsApp, text)
- Website form
- Documents and files
Risk
- Money
- Relationship
Process a refund · RL-WF-06
5 of 5 free opens left- ① Orientation
- ② Permission
- ③ Constraint ★
- ④ Invitation
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These are samples. Fill in the [INSERT] blanks and adapt each one to your business.
A pasted role guides the agent. Your tool's settings are what stop an action.
Sample handoff note (fictional business)
Settings that enforce it
- Give the agents read-only access to orders and no refund or payment actions; you issue refunds in your payment tool.
- Connect no payment method or payment login to any agent in this run.
- If your payment tool offers a second approver, turn it on for refunds above your limit.
- Turn on approval before any customer message sends, and keep one dated refund policy file where the agents can reach it.
- If your tool can't do one of these, leave that part of the job with a person.
One check before you trust it
Tell the run your payment tool timed out after you pressed refund. It should tell you to check the payment record before anything else, and never suggest issuing the refund again.
Want it set up in your own tools? Book a Working Session · $450Working Sessions run in English or Spanish.