Returns and credit notes are a quiet drain on a merchant. Every one means checking the original order, confirming what is coming back and in what condition, raising the credit and keeping the customer informed. OptiFlow automates the routine cases on top of your existing system and passes the tricky ones to a person, with the context already gathered.
Why returns cost more than they look
A return touches several people. Someone takes the request, someone checks it against the original invoice, someone inspects the goods, and someone raises the credit and updates the account. Along the way the customer chases for an update. It is low value, repetitive work that still has to be exactly right, because credit errors upset customers, distort your stock figures and quietly erode margin. Do it slowly and you annoy good customers; do it carelessly and it costs you money.
What OptiFlow does for you
OptiFlow reads the return request, matches it to the original order in your system, checks it against your returns policy, and prepares the credit for approval. It keeps the customer updated automatically and flags anything outside policy, damaged, or high value for a person to handle.
- Match returns to the original order and invoice automatically.
- Check the request against your returns policy and restocking rules.
- Prepare credit notes for quick approval, ready in your ERP.
- Keep customers updated without your team chasing.
- Escalate exceptions, damage and disputes to a person with the context attached.
What good looks like
With the routine handled automatically, a straightforward return is checked and credited quickly, the customer is kept informed at each step, and your people only get involved where judgement is genuinely needed. Your stock and margin figures stay clean because credits are accurate and timely, and the back office stops losing hours to paperwork that a machine can do faster.
Works with your systems, no rip and replace
OptiFlow is an AI layer that sits on top of the platform you already run, whether that is Kerridge, Intact, Ibcos or another trade system, and acts on the data it already holds. There is no migration, no long project and nothing new for your team to learn, and most merchants are live in weeks rather than months. See the fuller picture on our AI for builders merchants page.
See OptiFlow handle your routine credits. Get a quote.
Related reading: order entry automation and the debtor days benchmark.
Frequently asked questions
Does it raise credit notes automatically?
It prepares the credit note from the original order and your returns policy, ready for approval in your ERP. Anything outside policy, damaged or high value is flagged for a person.
How does it keep customers informed?
OptiFlow can send status updates automatically, so customers are not left chasing and your team is not tied up answering where is my credit questions.
Will it protect our stock and margin figures?
Yes. Accurate, timely credits keep your stock and margin data clean, which manual, delayed credits often distort.
What about damaged goods or disputes?
Those are escalated to a person with the order and request context already gathered, so your team can make the call quickly.
Do I need to change my system?
No. It sits on top of your existing ERP and uses the data already there.