Most owner-managed businesses that sell online and to trade lose money in the gaps between systems. A refund done in the shop but never recorded in the accounts. A customer who paid twice. A return nobody chased. Each system looks fine on its own, and the only thing joining them up is someone’s memory.
We’ll build the checks for you, connect them to your own shop, accounts system, inbox and spreadsheets so nobody keys in data, agree the rules with whoever owns them, and train your team to run them. People still sign in, click Refund and approve every fix. Fixed price, done in three weeks.
Sound familiar?
Your debtors report gets checked line by line, by hand, and most lines need nothing. Nobody is quite sure whether a refund has been paid without opening three systems. The refund tracker relies on people remembering to log things. Returns sit for weeks because nobody knows who was asked.
What we set up for you
A monthly debtors review, tied to your accounts to the penny, with every open item sorted into action or no action and a suggested fix your finance lead approves.
A refund tracker gap check, comparing every shop refund and credit note with your tracker, adding what’s missing and removing proven duplicates, plus a monthly refund summary email drafted for you.
A returns run that reads your returns sheet, emails and chases the right approver, books stock back in at the right value and logs every step.
Safeguards throughout: backups before every save, a log of every run, and nothing that moves money without a person.
What it showed us
The old debtors analysis was missing 9 customers. The first time the AI tied the debtors report to the accounts system, the gap showed straight away. We built this inside a UK equipment supplier selling online and to trade.
Refunds at risk of being paid twice, and refunds never paid. It found refunds already paid but still open in the accounts, and old refunds marked as bank transfers that had never reached the payment run.
More than 200 missing refunds added to the tracker. The first gap check also corrected 16 wrong amounts and removed 36 duplicates, so every shop refund was on the tracker once, at the right amount.
Your results will be different. We’ll talk through where money is most likely slipping through in your business on the free call.
Results are from one real UK business we built this in. Its name and figures are kept private.
How the three weeks work
Week 1: map and agree. We look at how your debtors, refunds and returns work today, connect the AI to your systems and agree the rules with whoever owns each process.
Week 2: build and prove. We set up the debtors review and the refund tracker check, run them on a month you know, and tie every figure back to your accounts.
Week 3: returns, training and handover. We set up the returns run, train whoever will run all three, and hand over a written guide.
30 days later: check-in. We review the runs with you, tune the rules and fix anything that needs it.
What it costs
£1,495 + VAT, fixed price. That covers mapping your processes, connecting your systems, building all three automations, proving them against your own accounts, training, a written guide and a 30-day check-in.
Does it pay for itself? Typical example: if someone spends a day a month on the debtors review and three hours a week on refund and returns admin, that’s about 20 hours a month. At £20 an hour, that’s around £400 a month, before counting a single refund paid twice or a debt that would otherwise have been missed. Swap in your own numbers.
What you put in: £1,495 + VAT, plus about 6 to 8 hours of your team’s time over the three weeks: a walkthrough of how things work today, agreeing the rules, and a training session.
It works best for businesses that sell online and to trade, process refunds and returns every week, and have an accounts system or ERP alongside an online shop. If you only have a handful of refunds a month and your debtors list fits on one page, you may not need this, and we’ll tell you so.
Typical example only. Pay figure: ONS ASHE April 2025 median, before employer costs.
If you’re VAT registered you can normally reclaim the VAT, so the real cost is £1,495. Your AI subscription isn’t included and is paid directly to the provider. If you don’t have one yet, we’ll help you choose the right business plan.
Keeping it safe
Your data stays in your own systems. The AI never enters passwords: a person signs in each time. It never clicks Refund or moves money, and nothing in your accounts or shop is changed until a person approves it. Every save is backed up first, every run is logged, and we agree what the AI can access in writing before we start.
Questions people ask
Do I need to be technical?
No. Your team asks for a run in one line, reviews the suggested fixes and approves them. We set everything else up and show you how it works.
Will it pay a refund or change our accounts on its own?
No. A person clicks Refund and makes every payment. Changes in your accounts system are only made once someone has approved them, or from a short list of jobs you’ve agreed.
Which systems does it work with?
Most online shops, accounts systems and ERPs have a connection, an export, or screens the AI can read after someone signs in. Outlook, Excel and shared spreadsheets work well. We check your systems on the free call before you commit.
What’s not included?
Your AI subscription, changes to your accounts system or shop themselves, and clearing any backlog of fixes the first run finds. Those fixes are approved and made by your team, with the AI’s help.
What happens after the three weeks?
Your team runs the processes themselves, and we check in after 30 days to review and tune the rules. If you want ongoing help, we can talk about that, but there’s no obligation.
Ready to stop the leaks?
Book a free 30-minute call with us, by phone or video. We’ll look at how your debtors, refunds and returns work today and tell you honestly whether this is worth doing for your business.
Prefer to do it yourself? Our step-by-step guide, Get Paid and Stop Refund Leaks, shows exactly how we built it, for £79 + VAT. If you then book the setup within 30 days, we credit what you paid.