Job refund-and-cancellation-requests-prepared-for-approval · revised 12 October 2026
Have refund and cancel requests checked against your rules and prepared for one click
Each request is checked against your written rules table and arrives as a decision, a draft reply and the action prepared. No money moves and nothing ends without a person's click.
You might be seeing
- The same refund questions are decided by hand each day
- Two people apply the refund window differently
- Requests near a limit are decided by whoever is on shift
No passwords, keys, card details or admin invites needed to start.
What usually happened
Refund and cancellation requests are mostly rule lookups, but a wrong decision costs money or breaks a promise made to a customer. A tool that decides alone can be talked into an exception; one that only prepares a decision still needs rules a person has written down.
Who it’s for: Owner or support lead spending hours on refund and cancellation emails that follow the same few rules.
Usually starts when: Refund and cancel requests take the first hour of every day, and the rules are in your head, not in a table.
The result: Each request is checked against your written rules table (window, amount cap, already refunded, evidence needed) and arrives in a queue as a decision, a draft reply and the action prepared. A person clicks to approve every one, and anything outside the clear cases goes to a person with the reason.
Check whether this job fits
Answer these without sending chats, tickets, files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The rules table as agreed
- The queue and the code that enforces the caps
- Draft replies for each decision type
- The 60-case and 10 injection results
- The switch-off note
Included
- One store or billing system, in a sandbox or test mode, and one help desk or inbox
- A rules table you write, with caps enforced in code and not by the model
- A queue showing decision, draft reply and prepared action for each request, and a cap test on 1,000 generated amounts
- A test of 60 sandbox cases including boundaries: day 30 and 31, £49.99 and £50.00, duplicates and chargebacks
- Ten injection cases that try to change a decision
Not included
- Any refund, credit or cancellation made without a person's click
- Auto-approval of any amount
- Retention or "save" offers that slow cancellation
- Payment keys or live money movement by us
- Regulated finance or insurance
- Legal advice on refund or cancellation rights
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
In 60 sandbox cases including boundaries (day 30 and 31, £49.99 and £50.00, duplicates and chargebacks), the decision matches your rules table in every clear case, with 10 of the 60 chosen by you and unseen by us until the final run. A case passes only if all three runs match your table. These authored cases are a smoke test, not a measured live decision rate.
Evidence: The 60-case table with your table's expected result beside ours.
Every case outside the clear rules, such as an unusual reason or missing evidence, goes to a person with the reason shown, and none is decided by the tool.
Evidence: The exceptions list.
No prepared action is above the cap in your table, across the 60 cases and 1,000 generated amounts.
Evidence: The cap test log from the code.
None of the 10 injection cases changes a decision in any of the three runs; 3 of the 10 are written by your approver and unseen by us until the final run. A changed decision fails the whole test. This is a baseline, not proof of immunity.
Evidence: The injection log, three runs per case.
Sign-off. Your approver checks 15 decisions, reads the results and signs off in writing. Payment follows sign-off, and you connect the queue yourself.
If it fails. If any severe error remains after one retest (an action above the cap, an exception decided alone, a changed decision), we hand over the open items and you decide whether to stop or re-quote.
When it fits, and when we stop
It fits when
- A written refund and cancellation policy exists, with one named owner
- A sandbox or test-mode store or payment account exists
- A person on your side approves each prepared action
- Requests arrive as text in an inbox or help desk we can read in a sandbox
We stop and tell you if
- You want auto-approval, retention offers or a "save" flow
- The cancellation would be harder than signing up
- Regulated finance is involved
- The policy contradicts itself and nobody will settle it
- No sandbox or test mode is available
What could go wrong
Everything runs in test mode, so no live money moves. Switch the queue off from the note and requests go back to being decided by hand.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A wrong decision costs money | Nothing executes without a person's click, and no prepared action may exceed the cap in your table. |
| A customer talks the system into an exception | Ten injection cases are in the test, caps are enforced in code, and one change of decision fails the whole test. |
| Cancelling becomes harder than joining | Retention offers and "save" flows are excluded; the draft reply states how to cancel. |
| A refund promise is made that the policy does not allow | Drafts quote only your table. Anything unclear goes to a person. |
| The model gives different decisions on repeat | Each case runs three times and any case that does not agree every time is reported as flaky. |
A separate automated reviewer checks the rules, the caps in code and the test results before hand-over, and your approver on your side marks the sample and decides what goes live. No human supervisor is included unless your agreement names one. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the rules table, caps, approver and the severe-error list in writing
- Build the checks in code so caps do not depend on the model
- Build the queue with decision, draft reply and prepared action
- Run the 60 cases and 10 injection cases three times each
- Independent automated review; your approver checks 15 decisions
- Hand over the queue and rules; you connect it and approve each click
This is a one-off job, not emergency cover or a subscription. We confirm eligibility, the total price, a start window and a delivery date before you accept. Work starts only after agreed inputs, secure access and any needed permissions are in place. Model usage for our build and tests is included in the price; charges on your own platform account, including per-conversation fees after go-live, are yours. An enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly re-test of the rules table after policy changes.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Many stores let you set refund rules and caps in the platform itself. Check that before building anything.
- A shared spreadsheet with your rules table, used by whoever is on shift, already removes most disagreements.
Questions
Does it ever refund automatically?
No. A person clicks to approve every prepared action.
Can it keep customers from cancelling?
No. Retention offers that slow cancellation are not part of this job.
Do you need my payment keys?
No. We work in test mode and never hold payment keys.
Send an enquiry
Send us
- Your store or billing system and help desk
- Your refund and cancellation policy, written down or in your own words
- Roughly how many requests arrive each week
- No customer data, logins or keys in the first enquiry
Later, once you agree
- A sandbox or test-mode store and help desk that you create and can revoke; no live payment keys
- The rules table in your own words, with window, cap and evidence rules
- A named approver and 10 of the 60 test cases chosen by you and unseen by us
- A secure handoff agreed before any redacted past requests are shared
You keep the store, the payment account and every key. We build and test in a sandbox or test mode with invented customers, hold no payment keys and never move money. Your approver clicks every prepared action.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “refund-and-cancellation-requests-prepared-for-approval” as the subject.