Amazon FBA Reimbursement Evidence: What to Collect

Did you know up to 60% of eligible Amazon FBA reimbursements go unclaimed? If you're a seller, you could recover up to 3% of your revenue by filing claims for lost, damaged, or mishandled inventory. But here's the catch: Amazon requires solid evidence to approve your claim.

What You Need to Know:

• Key Documents: Proof of ownership (invoices, packing slips), shipping records (POD, BOL, tracking), and inventory reports.

• Claim Types: Damaged inventory, overcharged fees, and customer return/refund issues.

• Time Limits: Claims must be filed within 60 days for most inventory-related issues.

Quick Tips to Maximize Reimbursements:

• Organize Evidence: Use a digital filing system with clear labels like [ASIN]_[Type]_[Date].

• Monitor Regularly: Review inventory and fee reports weekly or monthly.

• Automate the Process: Tools like Refunzo can identify discrepancies and streamline claims.

Bottom Line: Stay proactive, gather the right documentation, and use systems to catch errors early. This ensures you recover funds owed to you without missing Amazon's strict deadlines.

How to File Claims on Seller Central for Different Amazon FBA Discrepancies - Reimbursements Guide

Required Documents for FBA Reimbursement Claims

When submitting an FBA reimbursement claim, Amazon requires specific documentation to confirm your losses and verify that errors occurred within their system. The quality and completeness of your evidence play a big role in determining whether your claim gets approved. Knowing what Amazon looks for can help you prepare the right documents to meet their standards.

Proof of Ownership and Inventory

Amazon needs solid proof that you owned the inventory in question before any issues arose. This usually includes original invoices, receipts, or packing slips that clearly show ownership and the purchase date.

Make sure your invoice includes a purchase date that predates the shipment date. It should also list the exact product names and quantities that match your inventory and shipment details. Additionally, the invoice must include the full name and address of both the supplier and buyer to confirm the legitimacy of the transaction.

For items you manufacture yourself, provide a signed and stamped packing slip that includes the delivery date, product titles, and quantities shipped.

In March 2023, John, an Amazon seller, was reimbursed $1,000 for a shipment of 100 units of his top-selling electronic accessory that went missing. To ensure accurate financial reporting and tax compliance, he recorded this reimbursement as a recovery of lost income by debiting Cost of Goods Sold (COGS) and crediting Accounts Receivable (Amazon).

Amazon might ask for additional information beyond these basics, so keeping detailed and organized records is essential for addressing any follow-up requests.

Next, it’s important to ensure your shipping records align with your inventory documentation.

Shipment and Delivery Evidence

To prove delivery, you’ll need detailed shipping documentation, such as Proof of Delivery (POD), signed Bills of Lading (BOL), and itemized packing slips.

Your POD should include the recipient's signature and a timestamp to confirm Amazon received your shipment. Bills of Lading are equally important, as they detail the shipment's contents and note any conditions during pickup or delivery. Tracking confirmations provide a full timeline of the shipment process, including any delays or exceptions.

Keep digital copies of all shipping documents, and consider taking photos of packages before they are shipped. Save any correspondence with carriers as well, so you can quickly access this information if needed during the claims process.

Inventory Adjustment and Reconciliation Reports

In addition to purchase and shipping records, Amazon's internal reports can help verify discrepancies. Comparing your inventory records with Amazon’s reports can quickly highlight issues.

Amazon provides various inventory reports that track your products as they move through their fulfillment centers. These reports can show inventory adjustments, damaged items, or lost products that Amazon has already identified. If these reports reveal losses or damages that haven’t been reimbursed, they become key evidence for your claim.

Refunzo’s reconciliation service automatically reviews shipments, inventory, payments, fees, overcharges, and refunds to identify discrepancies in your account. This tool can uncover problems like incorrect stock counts or damaged shipments that might otherwise slip through the cracks. By automating this process, you reduce the risk of missing potential reimbursements due to manual errors.

Establishing a regular reconciliation routine can help you catch issues early, often while the relevant documents are still easy to access. Acting quickly strengthens your evidence, as details are clearer and supporting documents are less likely to be misplaced.

Analyzing historical data can also reveal recurring loss patterns, which can add weight to your claims. This systematic approach to gathering evidence greatly improves your chances of securing reimbursements.

Evidence for Different Claim Types

Each type of FBA reimbursement claim comes with its own set of documentation requirements to meet Amazon's review standards. Knowing what evidence Amazon expects in various scenarios can strengthen your case and boost your chances of approval.

Damaged Inventory Claims

When your products are damaged in Amazon's fulfillment centers or during transit, you'll need solid visual proof and detailed documentation to successfully claim reimbursement.

Start by regularly reviewing your Inventory Adjustments Report in Seller Central. Look for status codes like DAMAGED_BY_FC or DAMAGED_IN_TRANSIT, which indicate items Amazon has already identified as damaged. These codes can help pinpoint which products qualify for reimbursement.

Take clear, well-lit photos from multiple angles. Include close-ups to highlight the damage and wide shots for context. For example, if the packaging is crushed or a product is broken, make sure the photos clearly show those issues. Pair these images with detailed written descriptions, such as "crushed packaging with visible dents on three sides" or "broken plastic parts exposing sharp edges."

"File a claim when items are damaged in Amazon's fulfillment centers or during shipping, and Amazon is at fault." - eStore Factory

In April 2025, eStore Factory published a guide on filing FBA damaged inventory claims, emphasizing a step-by-step approach. They advised sellers to check inventory status, gather required documents, submit claims, and monitor progress. The guide also suggested organizing files digitally, using a format like [ASIN]_[Document Type]_[Date] for quick access if Amazon requests additional information.

Don't forget to attach invoices and shipment IDs to support your claim.

Overcharged FBA Fee Claims

Fee discrepancies are another common issue, and just like damaged inventory claims, they require thorough documentation. Amazon sometimes miscalculates fees based on incorrect product dimensions or weights, leading to overcharges that you can recover.

Review your FBA Fee Details Report in Seller Central on a monthly basis. Compare Amazon's recorded dimensions and weights with your manufacturer's specifications or your own measurements. Even small errors can add up to significant overcharges over time.

Typical fee errors include incorrect storage fees due to wrong size classifications, inflated order handling fees from inaccurate weight data, and improper removal or disposal fees for items that weren’t actually processed.

To support your claim, document the correct product dimensions and weights using manufacturer spec sheets or verified measurements. Include any communication with suppliers that confirms these details. Calculate the financial impact by comparing what you were charged with what you should have paid, clearly showing the overcharge for each affected transaction.

When submitting your claim through Seller Central, attach all evidence and provide a straightforward explanation of the error. Make it easy for Amazon's review team to understand where the mistake occurred and how much you were overcharged.

Customer Return and Refund Issues

Return-related issues can also lead to financial losses, especially when Amazon's system mishandles customer returns. These discrepancies can result in losing both the product and the sale revenue.

To stay on top of this, monitor your return reports under Reports → Fulfillment → Customer Returns in Seller Central. Check if refunded products were properly restocked in your inventory or if you received reimbursement for unsellable returns.

Common problems include customers receiving refunds without returning the product, refunds exceeding the original sale price, damaged or incorrect items being returned instead of your product, and late returns that should have been handled differently under Amazon's policy.

Document all discrepancies with order details, tracking information, and screenshots of system records. For example, if a customer was refunded but never sent the product back, capture evidence showing the missing return.

Amazon's policy states that if a customer returns an item within 60 days of the refund, Amazon determines whether the item is sellable. If it is, the item goes back into your inventory without additional reimbursement. If it's unsellable and Amazon is responsible, you’ll be reimbursed for the loss.

File these claims quickly, as Amazon requires them to be submitted within nine months.

For a more streamlined process, Refunzo's automated reconciliation service can help identify discrepancies across all claim types by systematically analyzing your account and flagging reimbursement opportunities that you might otherwise miss.

How to Submit Your Reimbursement Claim

Once you've gathered all the evidence needed, the next step is to submit your claim through Amazon's system. Accuracy and organization are key to ensuring a smooth process.

Preparing Your Case

Before filing a case in Seller Central, make sure your evidence is well-organized. Use a clear naming system for your files, such as ClaimType_ASIN_Date. This makes it easier to locate and reference them later.

Write a concise description explaining what happened, when it occurred, and the amount involved. For example: "On March 15, 2025, Amazon charged $45.20 in FBA fees for ASIN B08XYZ123. Based on the actual product dimensions (8x6x4 inches) and weight (1.2 lbs), the correct fee should have been $32.80."

Amazon's documentation requirements vary by claim type:

• Shipment-related claims: Include the shipment ID, proof of inventory ownership (supplier invoices or signed packing slips), and proof of delivery.

• Removal claims: Provide the removal order ID, FNSKU, shipment ID, unit quantities, and clear photos showing any damage or missing parts.

Keep in mind that most inventory-related claims must be submitted within 60 calendar days of the issue. Additionally, you can only file one claim per Order ID. Once everything is organized and documented, you're ready to submit your claim.

Using Amazon Seller Central

When your case is ready, head to Seller Central to file your claim. Here's how:

1. Navigate to "Get support" and select the right category. For example, choose "FBA inventory reimbursement" for damaged inventory or "FBA fees and charges" for fee-related discrepancies.

2. Attach your evidence files. Amazon supports formats like PDF, JPG, PNG, and Excel, so make sure your documents are clear and easy to read.

3. In the description box, paste your prepared explanation and reference the attached documents. For instance: "Please see attached Invoice_B08XYZ123.pdf for proof of ownership and Measurement_Photos.pdf showing correct product dimensions."

Following Up on Your Claim

Submitting your claim is just the first step - following up is crucial to ensure timely reimbursement. Amazon typically processes claims within 45 days. You can monitor your claim's progress in the Case Log section of Seller Central, where each case is assigned a unique ID for tracking.

Stay on top of your case by checking for updates and responding quickly if Amazon requests additional information. Missing details or unclear documentation can slow things down, so prompt replies help keep the process moving.

If Amazon denies your claim, review their response carefully to understand why. Often, denials stem from incomplete information rather than a rejection of the claim itself. For example, one seller had multiple denials for a missing FBA unit despite submitting detailed SKUs, prices, UPS receipts, and packing slips. After reopening the case several times with clearer explanations, they eventually received reimbursement.

For more complicated cases, you can request an escalation for a deeper review. Keep thorough records of all communications with Amazon support - screenshots, emails, and case numbers can be invaluable if you need to revisit the issue or spot patterns in their decisions.

If managing claims feels overwhelming, tools like Refunzo can help. Their automated service identifies reimbursement opportunities and organizes the necessary documentation, saving you time and effort.

Best Practices for Evidence Collection and Management

Building on earlier guidelines for compiling FBA evidence, these strategies help maintain clarity and ensure you're always prepared for claims. Keeping your FBA documentation well-organized can make the reimbursement process much smoother.

Setting Up a Digital Filing System

A structured digital filing system is essential for quickly retrieving documents when Amazon requests additional information. Start by creating a main folder labeled "Amazon FBA Evidence" and organize it into subfolders like Active Claims, Shipping Records, Inventory Reports, and Resolved Claims.

For each file, use a clear naming format such as:
[ASIN]_[Type]_[YYYY-MM-DD].

Consider using cloud storage with automatic backups for easy access from anywhere. This ensures your files are both secure and readily available. To complement your digital setup, maintain a spreadsheet to track key details like ASIN, claim type, submission date, case ID, status, and reimbursement amounts.

Finally, schedule regular reviews of your files to keep everything up to date and ready for use.

Regular Reconciliation

Set aside time weekly or monthly to review your inventory reports and payment data. This routine helps catch discrepancies early, ensuring timely claim submissions and maintaining accurate records for tax purposes. Calendar reminders can be a practical way to stay on top of these reviews.

Amazon's claim window has been reduced to 60 days as of October 23, 2024, so consistent monitoring is more important than ever. Regular audits can help you avoid missing reimbursement opportunities and prevent revenue loss.

Focus on key reports like Inventory Adjustments, Fee Details, Shipment Performance, and Customer Returns. Cross-checking Amazon's data with your own records can reveal inconsistencies, while comparing shipment records with Amazon's tracking information ensures everything aligns.

Even after receiving reimbursements, keep all related documentation. Amazon may request additional details on resolved claims, and having complete records can protect you from disputes or audits.

Automated Reconciliation

While manual checks are helpful, automation can take your evidence management to the next level. Managing reimbursements manually can be time-consuming and prone to errors. Automation tools simplify data tracking and can identify potential claims for you. It's worth noting that FBA discrepancies can cost sellers up to 3% of their annual revenue, with inbound shipment errors accounting for nearly 40% of reimbursements.

Automated systems can monitor inventory movements, flag fee discrepancies, and even catch issues like misclassified inventory - something that can affect up to 20% of your stock. For example, one seller recovered $1,000 from a 100-unit shipment thanks to automated monitoring that quickly caught the error. Regular automated fee reviews have also helped sellers recover 2–5% of their FBA costs.

Platforms like Refunzo offer tools to simplify this process. Their lifetime free reconciliation service checks over 20 criteria, providing detailed reports on potential reimbursements. You can either manage claims yourself or let Refunzo handle them for a capped commission fee of 15% of the refunded amount or $5,000, whichever is lower.

The time savings with automation are undeniable. While manually auditing reports like Inventory Adjustments and Fee Details can take hours each week, automated systems work continuously in the background, alerting you only when action is needed.

Conclusion and Key Takeaways

Recovering reimbursements from Amazon FBA isn't just about submitting claims - it's about having a structured approach that includes gathering the right evidence, keeping organized records, and submitting claims on time. With sellers potentially losing up to 3% of their revenue to FBA discrepancies, implementing an efficient process can make a noticeable difference to your bottom line.

Key Steps for Successful Claims

The foundation of a successful reimbursement strategy starts with consistent monitoring and thorough documentation. Make it a habit to review your inventory and payment reports on a weekly or monthly basis. This proactive approach helps catch discrepancies early, especially those related to inbound shipment errors.

When filing claims, keep Amazon's 60-day window for fulfillment center discrepancies in mind. Before submitting, ensure you’ve gathered all necessary documents like shipment proofs, delivery confirmations, and ownership records. The more complete your submission, the smoother the process. Also, respond quickly to any follow-up requests from Amazon to avoid delays.

Monitor your claims closely, allowing 30-45 days for processing. For claims related to customer returns, wait until the full 60-day return period has passed before filing.

By sticking to these steps, you’ll be better equipped to recover lost revenue and stay ahead of potential issues.

How Automation Simplifies the Process

Manually tracking reimbursements can be overwhelming, especially with frequent inventory movements and multiple ASINs. Automation tools take the guesswork out of the process by continuously monitoring your account for discrepancies, tracking inventory changes, and flagging fee errors automatically.

Refunzo offers a lifetime free reconciliation service that checks your FBA account against a range of criteria to uncover overlooked reimbursement opportunities. From damaged inventory to overcharged fees, the platform provides detailed reports that pinpoint exactly where issues occur.

For sellers who want a hands-off approach, Refunzo can manage the entire claims process on your behalf for a capped commission of 15% of the refunded amount or $5,000, whichever is lower. This saves you time and ensures claims are filed accurately and within Amazon’s deadlines.

By automating reconciliation, you not only reduce errors but also free up valuable time to focus on growing your business.

Protecting Your Profits with Better Evidence Management

Having detailed and organized records makes the claims process faster and smoother. Create a digital filing system with folders for categories like Active Claims, Historical Records, Supporting Evidence, and Templates. This ensures you can quickly access the documents you need when filing claims or responding to Amazon.

Even after receiving reimbursements, keep all related documentation. Amazon may request additional details for resolved claims, and having complete records can protect you during audits or disputes. Regularly review reports such as Inventory Adjustments, Fee Details, and Customer Returns to identify trends and prevent recurring issues.

Consistency is key. Set monthly reminders to review potential claims, maintain an organized filing system, and never miss the 60-day window for filing. By streamlining your documentation and staying proactive, you can safeguard your revenue and ensure compliance with Amazon’s policies.

FAQs

What documents do I need to prove ownership and shipment of inventory for an Amazon FBA reimbursement claim?

To file an Amazon FBA reimbursement claim successfully, you’ll need to present clear and precise documentation that verifies both your ownership and the shipment of your inventory. The key documents to have on hand include:

• Proof of Delivery (POD): Confirms that your inventory reached Amazon's fulfillment center.

• Invoices: Demonstrates that you purchased and own the inventory in question.

• Packing Slips: Lists the contents of your shipments, helping to confirm what was sent.

• Shipment IDs: Tracks your inventory's movement and confirms its shipment status.

Having these documents readily available ensures your claim is properly backed up and aligned with Amazon’s requirements. Keeping your records well-organized will make the reimbursement process much smoother.

How can tools like Refunzo simplify Amazon FBA reimbursement claims?

Automation tools like Refunzo simplify the process of managing Amazon FBA reimbursement claims. They work by automatically spotting issues like lost or damaged inventory - problems that can easily slip through the cracks when relying on manual tracking. By taking care of claim submissions and follow-ups, these tools help ensure claims are submitted accurately and on time, increasing the chances of approval.

Another big advantage of automation is its ability to cut down on human error while saving time - especially during peak selling seasons. Instead of getting bogged down in the complicated claims process, sellers can focus on growing their business. With Refunzo, sellers can recover more refunds while keeping their operations running smoothly.

What should I do if Amazon denies my FBA reimbursement claim, and how can I improve my chances of success?

If Amazon rejects your FBA reimbursement claim, the first step is to carefully examine the reason for the denial. Understanding why your claim was turned down can help you figure out the best way to fix the issue. Common reasons include missing documentation or failing to meet Amazon’s policy requirements.

Once you know what went wrong, gather all the evidence you need to back up your case. This might include invoices, shipment tracking information, or any past communication with Amazon. The more detailed and organized your documentation, the stronger your case will be.

When you're ready, submit a well-structured appeal through the Amazon Seller Central portal. Make sure to address the specific reason for the denial, refer to your supporting evidence, and keep your tone professional and constructive. After submitting, keep an eye on your appeal’s progress and follow up if necessary to ensure it gets the attention it needs.

Related Blog Posts

• Understanding Amazon's FBA Reimbursement Policy

• 7 Reasons Amazon Rejects FBA Claims

• How to Spot Shipment Discrepancies in FBA

• How to Strengthen FBA Claims with Supplementary Evidence