Handle refund requests automatically from Gmail and Shopify

Reads refund request emails with AI, checks the order in Shopify, and approves or flags each case automatically.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"refund request email arrives"]:::trig s0["extract order details with ai"]:::task s1["look up order in shopify"]:::svc trig --> s0 s0 --> s1 gx{"× was order delivered"}:::gate s1 --> gx p00["approve refund"]:::task gx -->|"delivered"| p00 p01["notify customer"]:::task p00 --> p01 p10["route to team for review"]:::task gx -->|"not delivered"| p10 jn{"○ log decision"}:::gate p01 --> jn p10 --> jn jn --> out out[/"refund approved or flagged"/]:::out pay{{"faster consistent refund handling"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsE-commerce & ProductEmail AutomationSpreadsheet & Database Ops
Connects
GmailShopifyGoogle Sheets
Featured in

The problem it solves

Every refund request that lands in your inbox means someone has to read it, look up the order, decide if it qualifies, and reply, all while other work waits. Refund handling that depends on one person checking email is slow and inconsistent, and customers notice when responses take days.

Who it fits

E-commerce businesses on Shopify handling refund requests through email.

How it works

  1. An unread email with 'Refund Request' in the subject arrives in Gmail
  2. AI reads the message and pulls out the order ID and reason
  3. The order is looked up in Shopify to check its status
  4. Delivered orders are approved automatically and the customer is notified
  5. Anything else is routed to your team for manual review, and the decision is logged in Google Sheets
What you get

Refund requests resolved without you opening Shopify

Every refund email gets read, checked against the order in Shopify, and approved or flagged automatically, so your customers get answers faster without you digging through orders.

What you get

An approved or flagged refund decision for every request, a customer reply, and a logged record in Google Sheets.

What you need

A Gmail account, a Shopify store, and an AI API key such as Groq.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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