# RMA Process: Match Returned Parcels to Refunds

Source: https://maito.app/workflows/match-returned-parcels-to-refunds

When a return is inspected, Maito checks the RMA, works out the refund, flags restock problems and proposes the next step for approval.

Maito reconciles each returned parcel with the inspection and refund, and updates stock once.

[Operations](https://maito.app/workflows/team/operations) · [Ecommerce](https://maito.app/workflows/industry/ecommerce) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How do you match returned parcels to refunds?

To match returned parcels to refunds, send Maito the inspection result. It finds the return in your store, checks the condition against your policy, works out the refund after label costs and checks the stock setting so a damaged item doesn't go back as new. You approve, then it refunds and closes the return.

## How it's done today

The warehouse records condition in one place while support and refunds work from another.

## What Maito does

1.  Match the parcel to its return
2.  Read the inspection form
3.  Propose the refund and stock action
4.  Update the refund and stock once, after approval

## Example

Loop run: Inspection form · RMA-7302-1

**Maito** (11:24 AM):

RMA-7302-1 arrived and Joel inspected it at 11:20. Linen dress, tags on, light stain on the hem. Condition: B.

**Refund authorized:** $128.00 less the $6.95 label = $121.05, to the original payment.  
**Stock:** not changed yet.

Catch: the store is set to put returned items back in available stock automatically. This dress would show as new at full price. I left the stock alone.

From the inspection form and the return record. Proposal: refund $121.05 and add one unit as seconds.

**Sam** (11:30 AM):

Refund $121.05 and restock as seconds.

**Maito** (11:32 AM):

Refunded $121.05 to the original payment and added 1 unit to seconds. RMA-7302-1 is closed. The customer was told the refund takes 3 to 5 days to show.

## How to set it up

When something happens Match returned parcels to refunds

Ask your agent

“When a warehouse return inspection form is submitted, match it to the return and post the refund and stock proposal in #returns.”

Connect ecommerce platform

-   Shopify
-   Amazon Selling Partner

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Use forms

-   Typeform
-   Tally

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It trusts the inspection result it's given. It can't judge condition from a description alone.

## Questions

### Does it refund without approval?

No. It proposes the refund and stock change, then acts once you approve.

### Where does the inspection come from?

From a form such as Typeform or Tally, or a message from the person who inspected it.

### Which tools does it use?

Shopify or Amazon Selling Partner and email.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fmatch-returned-parcels-to-refunds)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)