For small sellers on Amazon, every dollar matters. When you’re managing a tight budget, FBA reimbursements can be a lifeline, helping you recover lost funds from issues like misplaced inventory or overcharged fees. But here’s the challenge: many sellers feel overwhelmed by the reimbursement process and turn to outsourcing, which often means sharing a cut of their hard-earned money.
The truth is, you don’t have to rely on third-party services to claim what’s rightfully yours. With the right approach and a bit of organization, you can handle reimbursements yourself and keep every cent of the money Amazon owes you. In this blog, we’ll walk you through how small sellers can take control of the reimbursement process, step by step, without outsourcing.
Learn the rules and policies
Amazon has specific policies about what qualifies for reimbursement and how to claim it. Understanding these rules is essential to ensuring you don’t miss eligible refunds.
What to do:
Familiarize yourself with the Amazon FBA refund reimbursement guidelines, including timelines and claim requirements for lost inventory, damaged goods, and overcharged fees.
Bookmark Amazon’s policy pages so you can refer back whenever needed.
Check your inventory reconciliation reports regularly
Amazon provides detailed inventory reports, but many sellers overlook them. These reports can help you spot discrepancies like lost or misplaced items.
What to do:
Download your Inventory Reconciliation Report from Seller Central weekly or monthly.
Look for inventory marked as “missing,” “damaged,” or “adjusted” and cross-check these entries against your shipped inventory.
File claims for any discrepancies you find within the allowed timeframes.
Track returns carefully
Customer returns are a common source of missed reimbursements. Sometimes, customers don’t return the product, or the item gets lost in transit back to Amazon.
What to do:
Review the Returns Report in Seller Central to ensure that refunded items have been returned to inventory.
If the item hasn’t been returned after 45 days, file a claim with Amazon. Include the order details, return ID, and timeline to support your case.
Audit FBA fees for overcharges
Amazon occasionally miscalculates dimensions or weights, leading to overcharged storage and fulfillment fees.
What to do:
Cross-check your product dimensions and weights in Seller Central against what Amazon has recorded.
If you spot errors, provide accurate measurements along with manufacturer specifications or invoices when filing a claim.
Monitor inbound shipments
Shipments sent to Amazon’s warehouses can sometimes result in missing or damaged units, and sellers often overlook these issues.
What to do:
Use the Shipment Reconciliation Report to verify that the number of units Amazon received matches what you shipped.
File claims within six months for any discrepancies, providing proof of shipment and packing lists.
Set up a reimbursement tracking system
Staying organized is critical when handling reimbursements yourself. Without a system, it’s easy to miss deadlines or overlook eligible claims.
What to do:
Create a spreadsheet to track potential reimbursements, including the claim type, date, and resolution status.
Use reminders to follow up on unresolved claims or approach deadlines.
Leverage Amazon’s automated tools
Amazon provides some built-in tools to help with claims, though they require manual follow-ups to be fully effective.
What to do:
Use the Inventory Adjustments Report and Refund Manager tools to identify reimbursement opportunities.
Regularly download reports and review them for any flagged issues that may require further investigation.
Handle claim rejections strategically
Not all claims are accepted on the first attempt, but that doesn’t mean you should give up. Rejections are often due to insufficient documentation or errors in the claim submission.
What to do:
Review the rejection reason carefully and resubmit with additional documentation, such as invoices, proof of shipment, or detailed explanations.
Keep communication polite and professional. Persistence often pays off.
Stay proactive with regular audits
FBA reimbursement claims aren’t a one-time task—they’re an ongoing process. The more frequently you audit your reports, the less likely you are to miss out on eligible refunds.
What to do:
Schedule regular time (weekly or bi-weekly) to review reports and identify new reimbursement opportunities.
If you manage multiple SKUs or large volumes, break audits into smaller batches to make the process manageable.
Know when to escalate
If Amazon isn’t responsive or continues to reject valid claims, don’t hesitate to escalate the issue.
What to do:
- Open a support case through Seller Central and provide all relevant documentation.
- Clearly state why your claim meets the reimbursement criteria based on Amazon’s policies.
Handling reimbursements on your own may take time and effort, but it’s completely manageable for small sellers who want to keep 100% of their refunds. By staying organized, understanding policies, and regularly auditing your reports, you can successfully claim what Amazon owes you without relying on Amazon FBA reimbursement services.
