Filing FBA reimbursement claims is an essential part of managing an Amazon FBA business. Amazon is responsible for lost, damaged, and miscalculated inventory, but getting them to approve reimbursement requests is not always straightforward.
Many sellers assume that if Amazon makes an error, they will automatically issue a refund. However, this is not always the case. Amazon follows strict guidelines for reimbursements, and if a claim does not meet their criteria, they will reject it.
Understanding the reasons for claim rejections can help sellers avoid common mistakes and recover missed FBA reimbursements more efficiently.
Why does Amazon reject reimbursement claims?
Amazon rejects claims for several reasons, most of which are related to timing, documentation, or eligibility issues. Below are the most common reasons why reimbursement requests are denied.
- The claim was filed too late
Amazon has strict deadlines for filing reimbursement claims. If a claim is submitted past the allowed timeframe, Amazon will automatically reject it.
How to avoid it:
- Regularly check inventory and financial reports to catch errors early.
- Use an automated reimbursement service like Refunzo to monitor your account and ensure claims are filed before the deadlines.
- Insufficient documentation
Amazon requires clear evidence to process a reimbursement claim. If the necessary proof is missing or incomplete, Amazon will deny the request.
Common documentation errors include:
- Missing shipment records or tracking details.
- No proof of inventory discrepancies.
- Failing to provide order IDs, invoice copies, or relevant screenshots.
How to avoid it:
- Before submitting a claim, gather all required documents, including invoices, tracking numbers, and screenshots from Seller Central.
- Ensure all provided information is accurate and relevant to the issue.
- Filing the claim under the wrong category
When submitting a reimbursement request, it is crucial to select the correct claim category. If the wrong type of claim is chosen, Amazon may not properly review the request, leading to a rejection.
For example:
- Filing a “Lost Inventory” claim instead of a “Fee Dispute” for an incorrect charge.
- Submitting a claim for “Warehouse Damaged Inventory” when the issue is actually a customer return error.
How to avoid it:
- Carefully review the available claim categories and choose the one that accurately matches the issue.
- If unsure, consult Amazon’s guidelines or use an automated tool like Refunzo to ensure claims are filed correctly.
- The issue does not qualify for reimbursement
Amazon only reimburses sellers for mistakes that they are responsible for. If the problem is caused by the seller, the claim will be denied.
Some issues that do not qualify for reimbursement include:
- Products damaged before arriving at an Amazon fulfillment center (seller’s responsibility).
- Incorrectly labeled inventory that Amazon cannot process.
- Expired or restricted items that Amazon removed or disposed of.
How to avoid it:
- Double-check Amazon’s reimbursement policies before filing a claim.
- Ensure inventory is correctly labeled and in good condition before shipping to an FBA warehouse.
- The claim is a duplicate
If a seller submits the same claim multiple times, Amazon will automatically reject it. For example, if Amazon has already issued a reimbursement for a lost item, submitting another claim for the same issue will result in a denial.
How to avoid it:
- Before filing a claim, check past reimbursements in Seller Central.
- Go to Reports > Payments > Reimbursements to verify whether Amazon has already refunded the item.
How to increase the chances of claim approval
Since Amazon enforces strict guidelines for reimbursement claims, sellers need to take a strategic approach to ensure their claims are accepted. Below are key steps to improve approval rates.
- Submit claims before the deadline
Amazon will not process claims that are submitted after the allowed time frame. Checking inventory and financial reports regularly helps ensure that errors are caught early.
Using an automated system like Refunzo can help track inventory discrepancies and ensure all claims are filed on time.
- Provide clear and complete documentation
To increase the chances of claim approval, always include:
- Shipment tracking details.
- Order and invoice numbers.
- Screenshots showing inventory discrepancies.
- A concise explanation of the issue.
When submitting claims, it is important to use clear and professional wording to make it easier for Amazon’s support team to understand and verify the request.
- Choose the correct claim category
Amazon’s system relies on proper claim categorization to process reimbursement requests efficiently.
To avoid unnecessary rejections:
- If the issue is about lost inventory, choose “Investigate Inventory Lost in Warehouse”.
- If the claim is about incorrect fees, select “Fee Dispute” instead.
Selecting the right category reduces processing delays and increases the likelihood of a successful reimbursement.
- Follow up on pending claims
Amazon handles a high volume of claims, and some requests may take longer to process than expected. If a claim has not received a response within 10-14 days, sending a follow-up message can help keep the request active.
Checking the claim status regularly and maintaining professional communication with Amazon’s support team can help speed up the process.
- Automate the reimbursement process
Tracking reimbursements manually is time-consuming, and small errors can lead to denied claims. Many sellers recover more money when they use an automated system to manage claims.
Refunzo simplifies the process by:
- Scanning seller accounts for missed reimbursements.
- Automatically identifying eligible claims based on Amazon’s policies.
- Filing claims with the correct documentation and categorization.
- Monitoring pending requests and following up with Amazon’s support team.
Using an automated reimbursement service reduces errors, improves approval rates, and ensures sellers recover the money Amazon owes them.
Final thoughts
Amazon rejects reimbursement claims for various reasons, including missed deadlines, insufficient documentation, incorrect claim categories, and ineligible requests.
To maximize reimbursement success:
- File claims before the deadline to prevent automatic rejections.
- Include all necessary documentation to provide Amazon with clear proof.
- Use the correct claim category to avoid confusion.
- Follow up on claims that are pending for too long.
- Automate the process with Refunzo to save time and recover more money.
Many sellers lose thousands of dollars each year simply because they fail to track their reimbursements properly. By taking a proactive approach and using the right tools, sellers can recover missed FBA reimbursements and ensure they are paid for every eligible claim.
Checking for reimbursements regularly is an essential part of running a successful Amazon FBA business. Start reviewing your claims today and make sure you are not leaving money behind.
