High Res_Krispi_Returnless-57


6 powerful examples of automations.

Joost Kempe


Joost Kempe

21 juni 2024



Automations explained.

Automations. It's a fancy feature of ours that can take an awful lot of work off your hands. You can save up to 70% of your time that you normally need for manual return processing actions.

Automations work on the basis of triggers. By specifying the situation in which an action should be performed, you setup automations. You can combine and create as many automations as you'd like.

In this article we will show you specific examples that will help you speed up your return handling with the use of automations. Get inspired or use one of our 6 ready-to-use templates of automations.

Let's start with the basics.

No return process is the same, we understand that. That's why automations give you an awful lot of options to choose from. This is great, because it means that there is a suitable automation for every process. The counterpart to this is that automations can become quite complex as a result. So, let's start at the beginning.


When you start setting up an automation, it is important that you choose a trigger that will activate the automation. There are numerous triggers, but some popular ones are:

  • Return created: The return has been registered by the customer.
  • Shipment created: A return label has been created
  • Shipment shipped: The return parcel is en route.
  • Shipment delivered: The return parcel is delivered at your warehouse.

Click here for an overview of all triggers.


Automatic status updates.

A basic example of automations is to set up automatic status updates. Simple, but certainly not unimportant. The more proactive you are in keeping your customers informed about the return status - the happier your customer will be!

In Returnless we provide a suggestion of statuses, but you are free to create your own statuses that better suit your processes. See below some examples of how you can use automations to automatically update statuses.

Retourportal statusses
Return ready to ship
This automation ensures that when a return label is created, the status changes to "ready to ship.
Return en route
This automation ensures that when the return is picked up by the carrier at the parcel point, the status changes to "en route.
Return delivered at warehouse
This automation ensures that when the return has arrived at your warehouse, the status changes to 'delivered at warehouse'.


Administration. If you think that's boring, we have good news! Because automations do the administration for you. Tags can be used to label your returns or requests. Tags are visible in your returns overview, making it instantly clear what the returns are about. You can add multiple tags per return or request.

Heeft jouw klant een beschadigd product ontvangen en is jouw policy om dan een gratis retourlabel aan te bieden? Dan voegt deze return rule de tag 'Free return' toe.
Heeft jouw klant bij de retouraanvraag gekozen voor een giftcard i.p.v. een terugbetaling? Dan voegt deze automation de tag 'Giftcard' toe.

Next level automations.

Now that we've ticked off the basics, we can go a little deeper with our automations. These automations are really going to help you speed up your work.

Instant Refunds

Have you received the return parcel back at your warehouse? If so, you may want to trigger a refund. Once the parcel is scanned and received by your warehouse team, you can automatically trigger the refund. This way, the package can be returned to stock and your return is finalized instantly upon receipt. Below is an example of how to set up this automation:


Research shows that the faster a return is processed, the more satisfied your customer is with the return process. Sound intriguing? Then we have something for you. You can create an automation that allows you to issue a refund as soon as the parcel is delivered at the parcel point. Now that's what we call super fast returns. We'll bet this will make your customer super happy. Check out the automation template below.

Tip: you can notify your customer about the refund and ask them to leave a (positive) review. Chances are your customer will be pleasantly surprised by the quick refund and would be happy to leave a 5* review!

With automations you decide when to trigger a refund, this can even happen after your customer submit their initiale return request. The question is, whether this is desirable within your return procedure. With delivery to the parcel point you have a reasonably fail-safe solution that is fast and not sensitive to fraud.


Exchanges with gift cards and coupon codes

Did your customer choose to exchange their product for a gift card or coupon code with store credit when they registered the return? You can automate this as well. Similar to Instant Refunds, you can generate a gift card or coupon code right away upon delivery from the parcel point. In this automation you can also label the return with a 'coupon' or 'gift card'. So in your return overview you can see for which returns this option was chosen. Check out this automation below.

Tip: Reimburse the shipping costs of the return when your customer chooses to exchange. This makes exchanging the more favorable option and will increase your number of exchanges!

Generate giftcard
Generate coupon

Charge costs for sale items

Sale periods are a great opportunity to sell your last seasonal stock items. But did you know that the return rate increases dramatically during sale periods? This is due to an increased likelihood of impulse purchases. And impulse purchases often result in an increase in returns, even so that it makes your sale less profitable. Avoid making unnecessary costs! You can do this by charging shipping costs for sale items. In Returnless you have several options to set this up. Which option you choose depends on the trigger you set. The trigger options:

  • Product discount percentage: This condition checks the discount per product.
  • Sales order discount percentage: This condition looks at the total discount of the entire order.
  • Sales order returned discount percentage: This condition looks at the total discount amount of the product that are being returned.

See an example of how to set this up in Returnless below.

Product discount percentage
Sales order discount percentage
Sales order returned discount percentage

Free returns based on retained order value

We always advise our customers to be smart about implement shipping costs for their returns. Make paid returns your standard policy, and "reward" your customers with a free return label when specific conditions are met. That way, instead of being the norm, you make free returns a service that you offer by exception. A great example of this is to offer free returns when a customer retains at least €75,- of their initial order value. Check out how to set up this return rule in Returnless below.


Hulp nodig?

Are you already a Returnless customer? If so, you can contact our support team for more information about automations. Get in touch via the support button in your Returnless account.

Not a customer yet? Get in touch with our team, they can explain in detail how you can make the best use out of automations for your store.


get started for free.

Play around and test out all features for free. Or schedule a demo with one of our colleagues if you'd like more info first.

Return portal return form