Claims & Returns Agent

What is Claims & Returns Agent?

• Centralized Dispute Resolution. Integrates with Zendesk or Salesforce Service Cloud to centralize and adjudicate every dispute involving damaged cargo, short shipments, and cross-border returns, orchestrating the entire resolution lifecycle through n8n workflows without constant human supervision.
• Mobile Evidence Collection. Utilizes the WhatsApp Business API to collect indisputable proof the moment an issue arises, triggering structured data collection flows on mobile devices to capture photos, timestamps, and signed documents from warehouse managers and drivers.
• Autonomous Liability Assessment. Connects carrier APIs with advanced reasoning models like Gemini PRO to autonomously assess liability, draft formal claim letters, and determine the financial viability of returns in real time by cross-referencing Incoterms and calculating Total Landed Cost.

Replaces:

• Manual claims filing
• Chasing drivers for damage photos
• Spreadsheet tracking of open disputes
• Calculating return shipping costs manually
• Long email threads with carriers
• Verifying insurance policy limits
• Arguing over "he said, she said" evidence

Why Claims & Returns Agent?

• Recovering Lost Margin. Freight claims and billing disputes are often written off by SMBs simply because the administrative cost of fighting them is too high. Research indicates that automated dispute resolution can recover 2% to 5% of total freight spend that is otherwise lost to carrier errors and unclaimed damages. The Claims & Returns Agent eliminates the labor cost of pursuing these claims, transforming your accounts payable function from a cost center into a profit recovery engine.

• Slashing Processing Time. The traditional claims process is a document-heavy ordeal that can drag on for months, tying up capital and frustrating customers. Intelligent claims assessment tools have been proven to reduce processing time by up to 70% by automating the ingestion and validation of required documents. By instantly compiling the commercial invoice, packing list, and photographic evidence into a "perfect packet" for insurance carriers, this agent accelerates the settlement cycle significantly.

• Optimizing Reverse Logistics Economics. Cross-border returns are a notorious profit killer, where the cost of shipping a low-value item back to the warehouse often exceeds its resale value. The agent utilizes real-time logic to calculate the "Total Landed Cost" of a return, determining instantly whether to restock, liquidate locally, or offer a partial refund. This decision automation prevents your team from approving returns that result in a net financial loss for the company.

• Securing Indisputable Evidence. The success of a claim often hinges on the quality of evidence collected at the point of handover, yet traditional methods suffer from low compliance. While email open rates struggle, WhatsApp boasts open rates of 98%, making it the most effective channel for gathering immediate visual proof from drivers and warehouse staff. The Claims & Returns Agent leverages this high engagement to secure time-stamped, geo-tagged photos immediately, creating an audit trail that carriers cannot easily dispute.

How It Works

1. Instant Evidence Capture. When a shipment exception is flagged, the agent triggers a "WhatsApp Flow" via ManyChat to the receiving party or driver. This automated script asks specific questions regarding the condition of the cargo and prompts the user to upload photos of the damage and the signed Proof of Delivery directly into the chat. This step ensures you capture high-fidelity evidence before the cargo moves or the driver leaves the dock.

2. Liability Analysis and Document Validation. Using n8n to connect with your ERP and document repositories, the agent pulls the original Commercial Invoice and Packing List to verify the claimed items against the shipped inventory. It employs Claude Code or Gemini PRO to analyze the uploaded photos and documents, validating that the damage description matches the visual evidence. The system automatically cross-references Incoterms to determine exactly who held the risk at the time of the incident.

3. Automated Filing and Calculation. Once liability is established, the agent calculates the claim value, including freight costs and duties, to ensure the filing maximizes your potential recovery. It automatically logs into carrier portals or connects via API to submit the formal "Notice of Claim" with all supporting documentation attached. For returns, it runs a "keep vs. return" calculation to recommend the most profitable disposition path for the specific SKU.

4. Resolution Tracking and Settlement. The agent actively monitors the status of the claim, pinging carrier APIs or support desks for updates so your team does not have to. It updates the ticket status in Zendesk or Salesforce Service Cloud, keeping your finance and sales teams informed of the progress. Upon settlement, it reconciles the credit note against the original invoice in your accounting system, closing the financial loop without manual data entry.

Get Started

Your unrecovered claims and inefficient returns are a silent tax on your bottom line. Deploy the Claims & Returns Agent today to turn every dispute into a recoverable asset and every return into a calculated business decision. Book your strategy call now to stop the leakage and automate your financial defense.