Discovery and workflow mapping
We map your current refund process, decision rules, approval points, and systems involved.
Refund Agent Build Sprint
Launch a governed AI refund agent in 4 weeks.
Koladr helps your team automate refund review, policy checks, approval routing, and refund execution — with human oversight and audit trails built in from day one.
Built for support and ecommerce teams that need faster refund workflows without giving up control.
The refund bottleneck
Refund workflows are expensive, repetitive, and risky to automate blindly.
Support teams handle refund requests every day. Agents check order history, customer context, policy rules, product issues, delivery status, and refund thresholds before making a decision.
AI can speed this up — but letting an agent issue refunds without controls creates real risk.
- — Refund decisions require context from multiple systems
- — Policies differ by order value, customer type, product status, and reason
- — High-value refunds often need manager review
- — Manual handling slows resolution time
- — Fully automated refunds can create financial leakage
- — Most AI agents do not come with approval workflows or audit trails
The opportunity is not just to automate refunds. It is to automate them safely.
What we build
A production-ready refund agent with Koladr governance built in.
In a fixed-scope Build Sprint, we help you design, implement, and launch a refund agent that can review customer refund requests, gather context, recommend decisions, and route risky refunds through approval before execution.
Refund workflow discovery
We map your current refund process, decision rules, and the systems involved.
Refund policy mapping
We translate your refund rules into structured policies the agent can follow.
Agent workflow design
We design the agent steps around how your team already handles refunds today.
Ticket/support system integration
We wire the agent into your support desk so it works on real refund tickets.
Stripe refund action setup
We configure the governed Stripe connector so refunds execute through Koladr.
Approval workflow configuration
We set the thresholds and reviewers for refunds that need a human in the loop.
Audit trail and run history setup
Every decision, policy match, approval, and execution result is captured.
Team handoff and go-live checklist
Documentation, walkthrough, and a go-live checklist so your team owns the workflow.
The exact scope depends on your existing tools and refund process.
How the refund agent works
From refund request to governed execution.
- 01
Ticket comes in
A customer refund request arrives from your support desk or intake workflow.
- 02
Agent gathers context
The agent reviews ticket details, order information, customer history, refund reason, and relevant policy context.
- 03
Policy is evaluated
Koladr checks the proposed refund against rules such as amount thresholds, customer status, order age, and reason codes.
- 04
Risky refunds require approval
Refunds above your threshold or outside policy are routed to the right human reviewer with supporting evidence.
- 05
Approved refunds execute
Allowed or approved refunds execute through the governed Stripe connector.
- 06
Everything is logged
Every decision, policy match, approval, and execution result is captured in Koladr for audit and review.
Sprint scope
Everything needed to launch your first governed refund workflow.
Agent implementation
We build the refund agent workflow around your support process and business rules.
Policy and approval setup
We configure the policies that determine which refunds are allowed, blocked, or routed for approval.
Connector setup
We connect the workflow to the relevant systems, starting with support desk and Stripe/payment workflow where applicable.
Koladr control room
Your team gets run monitoring, approval queues, audit trails, incidents, and action history.
Launch handoff
We provide documentation, team walkthrough, and a go-live checklist so your team can operate the workflow.
Best fit
Built for teams with real refund volume.
Ideal customers
Teams where this sprint pays off fast.
- Ecommerce brands with recurring refund/support volume
- SaaS or marketplace teams handling customer credits/refunds
- Support teams with manual refund approval workflows
- Ops leaders trying to reduce ticket handling time
- Teams that want AI automation but cannot risk blind refund execution
Not a fit
We’ll be honest if this isn’t the right move.
- Teams with very low refund volume
- Teams looking for a generic chatbot
- Teams that want fully autonomous refunds without controls
- Teams without access to order/refund data needed for implementation
Why Koladr
Most AI agencies build the agent. Koladr builds the control layer too.
A refund agent is only useful if your team can trust what it does. Koladr combines implementation with production governance, so your refund workflow includes approvals, policies, audit trails, and incident visibility from the start.
Generic AI build
Agent built. Governance left to you.
- Agent logic only
- Limited approval controls
- Scattered logs
- Hard to audit decisions
- Risky production handoff
Koladr Build Sprint
Agent and control room delivered together.
- Agent workflow plus governance
- Approval routing built in
- Refund policies enforced
- Every run logged
- Governed connector execution
- Operational handoff included
Example
A $125 refund request comes in.
- Step 01ticket.received
Customer reports a damaged item in Zendesk
The refund agent picks up the new ticket from your support desk.
- Step 02
Agent retrieves order and ticket context
Order history, prior refunds, fulfilment status, and customer notes are gathered automatically.
- Step 03refund.create · $125
Agent proposes a $125 refund
The agent recommends a full refund through the governed Stripe connector.
- Step 04Policy: refund_threshold
Koladr detects the refund exceeds the $50 approval threshold
Your policy routes anything above $50 to a human reviewer.
- Step 05Pending review
Manager reviews the reason, evidence, and order context
The approval request includes the ticket, order, refund reason, and the agent’s recommendation.
- Step 06Approved
Manager approves
One click resolves the approval and unblocks the action.
- Step 07Stripe · Succeeded
Refund executes through the governed Stripe connector
Koladr runs the refund server-side and captures the response.
- Step 08
Full audit trail is preserved
Run, policy decision, approval, evidence, and execution result remain available for review.
Build Sprint
Fixed-scope implementation, priced around a clear outcome.
One sprint. One governed refund workflow live in production. No hourly billing, no scope drift.
Refund Agent Build Sprint
Starting at
$11,500
Includes workflow mapping, first agent implementation, governance setup, approval configuration, and go-live handoff.
Sprint includes
- Workflow mapping
- First agent implementation
- Governance setup
- Approval configuration
- Stripe connector setup
- Go-live handoff
Book a Build Sprint CallRequest Refund Agent Sprint
Subscription
Koladr Growth subscription required for production use. We can include the first 6 or 12 months in your implementation package.
FAQ
Common questions before the sprint kicks off.
Is this the same as Guided Setup?
No. Guided Setup helps teams configure Koladr. The Refund Agent Build Sprint is a productized implementation where we help build and launch the refund workflow itself with Koladr governance included.
Do you replace our support platform?
No. Koladr works with your existing tools. The refund agent is designed to fit into your current support and refund process.
Can the agent issue refunds automatically?
Yes, but only when your policies allow it. Risky refunds can be routed for human approval before execution.
What systems can this connect to?
The initial workflow is designed around support desk and refund/payment systems such as Zendesk and Stripe. Exact integrations depend on your environment.
How long does implementation take?
Most fixed-scope refund agent sprints are designed for a 4-week launch timeline, depending on system access and workflow complexity.
What happens after launch?
Your team continues using Koladr to monitor runs, review approvals, inspect audit trails, and tune policies as refund volume and business rules evolve.
Ready to automate refunds
without losing control?
Tell us about your refund workflow. We’ll help you determine whether a Refund Agent Build Sprint is the right fit.
Fixed scope · 4-week launch · Governance built in