Standing service store-refund-agent-decisions-sampled-and-retested-every-month · revised 12 October 2026
Standing service
Have a sample of your refund agent's decisions read and its limits re-tested every month
Each month a sample of the refund agent's decisions is re-checked against your rules table, the cap and daily limit tests are re-run on a copy, and you get a report.
This starts a conversation by email. Nothing is charged, and nothing is monitored, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
A rules table that matched the policy at launch drifts when the policy, the products or the platform change. Nobody reads the log until a refund looks wrong. Limits that nobody re-tests may have stopped working.
Who it’s for: Owner whose refund agent is live and who wants proof it still follows the rules and the cap.
Usually starts when: Your policy changed, a refund looked wrong, or a month passed with nobody reading the log.
The result: Every month a random sample of the agent's decisions is re-computed against your rules table, every refund is checked against the cap and daily limit, the hand-over set is re-run on a copy, and you receive a report.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A date for each monthly report is agreed in writing before it starts.
Hours are agreed in writing before the service starts. It runs once a month and is not staffed round the clock.
What must remain true
- Every refund in the month sits under the cap and inside the daily limit
- Every sampled decision matches the rules table when re-computed from the order facts
- Every hand-over case in the re-run is still handed to a person and never refunded
What we watch
- The month's decision log and refund history
- The rules table, cap and daily limit
- Your list of policy and product changes
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the exports are available. | We draw the sample, re-compute each decision, check every refund against the limits and send the report. |
| You change the policy, the cap or the table. | We re-run the clear-case and hand-over sets on a copy before you switch the change on. |
| The platform changes its refund function or token rules. | We re-run the stop-switch test on a copy and say what changed. |
We do on our own
- Draw the sample and re-compute each decision
- Re-run the clear-case and hand-over sets on a copy
- Write the report
We ask you first
- Any request to see customer names or messages
- Any change to a rule, setting or page in your own systems
- Any wider access than the exports named here
- Contacting your customers or anyone outside your team
We escalate to you when
- A refund above the cap or beyond the daily limit
- A hand-over case that was refunded
- A refund with no log row
- The stop switch fails on the copy
How you know it held. After the report is frozen, you choose 10 sampled decisions without showing your verdicts to us and reproduce every verdict using the then-effective facts and rules; a missed wrong refund, cap breach, duplicate or handover refund fails this report check.
How we keep it true
This service is never finished. Each month's report shows whether the things it watches stayed true, and it continues until you end it.
Let an agent approve refunds under your cap by your rules, and hand the rest to a person Job Optional
An agent approves refunds only for orders that match your written rules and sit under the cap you set. It never refuses one; every other request goes to a named person.
Bought separately, each time it is needed; not part of the monthly fee
The one-off job; buy it first if you do not yet have one.
What is included, and what is not
- The monthly report
- The sample table with the seed
- The cap and daily limit check
- The hand-over re-run results
Included
- One refund agent on one store, built under the one-off job on this site or one you can show us
- A random sample of 60 logged decisions each month, with the seed recorded
- A check of every refund in the month against the cap and the daily limit
- A re-run of the hand-over set (photo, damage, legal, chargeback, repeat) on a copy after any rule change
- A monthly report with counts and anything that needs a decision
Not included
- Changing the rules table, the cap or the agent
- Holding your keys or making any refund
- Judging photos or damage claims
- Replying to customers
- Any promise about refund cost or savings
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
After the report is frozen, you choose 10 sampled decisions without showing your verdicts to us and reproduce every verdict using the then-effective facts and rules; a missed wrong refund, cap breach, duplicate or handover refund fails this report check.
Evidence: The seed, the 10 decisions and your own results beside ours.
The report states the count of refunds, the count above the cap or the daily limit, the sample size and what it cannot show.
Evidence: The monthly report.
The cap, daily-limit and handover suites run on the copy every month; after reported changes the clear-case and stop-switch suites also run, and every failure is listed first with its case ID.
Evidence: The re-run results.
No refund, rule or setting has been changed by us.
Evidence: Your refund history plus the agent and rules change histories for the month, showing no writes by our access
Sign-off. You read each report, re-run the checks it lists and tell us whether the marks and limits still suit you. A month counts as delivered when you have the report.
If it fails. If we cannot do a month because an export is missing or has changed, we say so and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- A refund agent with a log you can export
- The rules table, cap and daily limit in writing
- A named person who reads the report and changes rules
We stop and tell you if
- The log is incomplete or switched off
- The policy changes and the table is not updated for two months
- Nobody on your side can change a rule
What could go wrong
The service reads exports and reports, so there is nothing to undo. Ending it leaves your systems exactly as they are; you keep every report.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A sample of 60 misses a rare error. | The report states the sample size and that a sample is a tripwire. Every refund is still checked against the limits. |
| The report is read as proof the agent is safe. | The report states what was checked this month and says it describes this month only. |
| Logs carry customer data. | We ask for order facts and decisions only, with names and addresses removed by you. |
A separate automated reviewer checks each report and the rerun results. Your named person checks the held-back decision rows and decides every rule change. No human supervisor from us is included unless the written agreement names one.
Stays with a person
- You or your named person change every rule and cap
- You hold the stop switch and the token
Access we would need
- The monthly decision log and refund history with stable IDs, the order facts as they stood at each decision, and the effective rule and limit versions, with names and addresses removed
- A copy of the agent or a test store for the re-runs
Questions
Do you make or reverse refunds?
No. We read the log and report. You or your person make every change.
Do you report a savings figure?
No. We never state savings or refund-cost figures.
Send an enquiry
Send us
- Which agent and platform
- Roughly how many refund requests a month
- No logins, keys, customer data or payment details in the first enquiry
Later, once you agree
- The monthly decision log and refund history with stable IDs, the order facts as they stood at each decision, and the effective rule and limit versions, with names and addresses removed
- The current rules table, cap and daily limit
- Your policy changes, plus a runnable copy and the frozen clear-case, cap, daily-limit, handover and stop-switch suites with expected results
You keep the store, the agent and every key. We read exports you send and work on a copy. We never hold a token and never make or change a refund.
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 “store-refund-agent-decisions-sampled-and-retested-every-month” as the subject.