Custom AI agent · Customer Support
AI Refund Request Processing Agent
Turn every refund request into a fair, traceable next step.
Organize refund requests, verify the right evidence, and route each decision to the correct human owner.
- Less manual sorting across refund inboxes and queues
- More consistent application of your approved refund policy
- Clearer handoffs with evidence, context, and an audit-ready decision trail
Starting at $300 USD/month
Starting price is $300 USD/month for a tailored solution. Your final proposal defines the scope, deliverables and payment terms. Additional integrations, usage, hosting and ongoing support are scoped and priced before work begins.
What is an AI refund request processing agent?
An AI refund request processing agent helps your team move refund requests from intake to review without treating every case as identical. It extracts relevant facts, checks configured policy conditions, identifies missing evidence, and prepares a recommended path for the responsible reviewer. It does not approve or deny refunds on its own. Tranki configures the workflow around your channels, policy version, escalation rules, permissions, and the systems your finance or support team already uses.
What it can handle
Request intake and fact extraction
Capture the reason, order context, timing, product or service, customer statement, and supporting evidence from approved channels.
Policy-aware eligibility checks
Compare available facts with configured refund windows, exclusions, exception rules, and required evidence, while flagging conditions it cannot verify.
Missing-information follow-up
Generate focused questions for incomplete requests so customers or internal teams know what is needed before review.
Human-ready decision packets
Prepare a concise summary with evidence, policy checks, uncertainty, and routing for the authorized refund owner without taking the final financial action.
Where it can help
E-commerce refund queue
Sort requests by policy path, order context, evidence status, and urgency before an authorized team member reviews them.
Subscription cancellation refunds
Collect cancellation timing, billing context, plan terms, and exception details so recurring-revenue teams can review consistently.
Service credit and exception review
Separate standard requests from sensitive or unusual cases and route exceptions to the right manager with relevant facts organized.
How it works
A step-by-step workflow your team can review before launch.
1. Define the refund policy
Tranki maps the approved policy version, refund windows, exclusions, required evidence, exception owners, and actions that must remain human-controlled.
2. Capture the request
The agent reads the permitted intake channel, preserves the original request, extracts relevant facts, and identifies the order, subscription, or service context.
3. Check and clarify
It compares known facts with configured rules, asks for missing information when appropriate, and marks uncertainty instead of guessing.
4. Route for approval
The agent produces a review packet and sends it to the authorized owner or queue. Your team makes the final decision in the system of record.
Built around your business
What we configure
- Refund policy versions, eligibility windows, exclusions, exception thresholds, required evidence, and escalation ownership
- Intake channels, customer-facing questions, internal review templates, priority rules, and notification language
- Connections to approved help desk, order, subscription, CRM, payment, or finance systems with least-privilege access
What we need from you
- A current refund policy and a named human owner for standard and exception decisions
- Defined data permissions for order, subscription, customer, and payment-related context
- Representative approved, denied, incomplete, and exception cases for testing the workflow
Clear boundaries before launch
What it will not do
The agent does not independently approve, deny, issue, reverse, or promise a refund. It does not override policy, make financial or legal determinations, expose sensitive payment data, or infer facts missing from approved sources. Ambiguous, high-value, disputed, fraud-related, privacy-sensitive, or exception requests must go to a qualified human reviewer.
How success is measured
Track time to first triage, complete-evidence rate, reviewer turnaround, routing accuracy, clarification rate, exception volume, rework rate, policy-review quality, and customer follow-up effort.
Frequently asked questions
What does an AI refund request processing agent do?
It organizes approved refund intake, extracts facts, checks information against configured policy rules, asks for evidence, and prepares a review packet for an authorized human.
Does it approve or issue refunds automatically?
No. It can prepare and route a recommendation, but final approval and the financial action remain with the authorized person or system.
Can it check our refund policy?
Yes, when the current policy and conditions are provided as approved sources. It flags apparent matches, missing evidence, exclusions, and uncertainty without inventing eligibility.
Can it access order or subscription information?
Only fields and systems explicitly permitted for the workflow. Access follows least-privilege rules and sensitive payment details remain outside scope.
What happens when a request is incomplete?
It identifies missing information and generates focused follow-up questions. If the request remains unclear or sensitive, it routes it to a human reviewer.
Can it handle exceptions or disputed refunds?
It identifies and routes exceptions, disputes, high-value requests, and fraud-related signals according to your rules. A qualified human makes the final decision.
What is included in the $300/month starting price?
The $300 USD/month starting price covers a scoped, tailored solution. The final proposal defines workflow, integrations, usage, support, deliverables, and payment terms.
