Checklist for Filing Successful FBA Claims

When selling on Amazon FBA, errors like lost inventory, damaged items, or incorrect fees can quietly eat into your profits - up to 1–3% of annual revenue. Filing reimbursement claims is your chance to recover these losses, but success hinges on following Amazon’s strict rules and deadlines. Here’s what you need to know:

• Common Claim Types: Lost or damaged inventory, overcharged fees, return issues, and refund miscalculations are the most frequent problems sellers face.

• Key Requirements: Claims must be filed within 60 days and backed by accurate, detailed documentation like invoices, shipment records, and photos.

• Tools for Efficiency: Amazon’s reports, like the Inventory Ledger and Adjustments Report, help spot discrepancies. Platforms like Refunzo automate this process, saving time and recovering missed reimbursements.

• Organized Submissions: Submit one issue per claim with clear descriptions and all required documents in PDF format. Missing information often leads to denials.

• Track Progress: Use Seller Central to monitor claims, respond quickly to Amazon’s requests, and document outcomes for future improvements.

Recovering funds through FBA claims isn’t just about refunds - it’s about protecting your business’s profitability. A structured, consistent approach ensures you’re not leaving money on the table.

How To Reclaim Money Amazon Owes You w/ Lee Loree | Podcast Ep. 081

Know Amazon FBA Reimbursement Rules

Understanding Amazon's reimbursement rules is crucial if you want to successfully claim compensation. Amazon has specific guidelines outlining when they will reimburse sellers, and not every issue qualifies. Acting quickly and following these rules can save you time and improve your chances of success. Knowing these policies is the first step in identifying valid claims.

Find Common Reimbursement Cases

With millions of items moving through Amazon's system daily, certain issues pop up more often than others. The most frequent reimbursement cases include:

• Lost or damaged inventory: Items can get damaged during transit or while being handled in Amazon's fulfillment centers. These cases account for a significant portion of claims.

• Overcharged FBA fees: Amazon sometimes miscalculates product dimensions or weights, which can lead to higher storage or fulfillment fees. For example, one seller reported a $1 per-unit overcharge that added up to a considerable amount across multiple units.

• FBA returns reimbursement issues: Problems can arise when customer returns are lost in transit back to Amazon or aren't restocked properly. Similarly, errors with the removal or disposal of inventory - such as unauthorized actions by Amazon - can also qualify for claims.

• Refund miscalculations: Amazon may process incorrect refund amounts or issue refunds for items that don't meet refund criteria. According to industry data, inbound shipment errors alone account for nearly 40% of reimbursement cases, making this an area worth monitoring closely.

Other common issues include warehouse damage during storage, mistakes in return processing (like not inspecting or restocking items properly), and shipping failures where Amazon doesn't meet its Prime delivery guarantees.

Once you've identified a potential issue, check Amazon's eligibility requirements to confirm your claim is valid.

Check Amazon's FBA Reimbursement Policies

Amazon has strict eligibility criteria for approving claims. To qualify, your items must meet specific requirements, such as being registered for FBA, adhering to inventory restrictions, and having accurate shipping documentation.

Amazon’s reimbursement guidelines are clear about what they cover. As noted on the Amazon Seller Forums:

"We'll reimburse you based on the product manufacturing cost of the affected inventory… This excludes shipping, handling, customs duties, or other costs."

• Amazon Seller Forums

This means you should input accurate manufacturing costs in Seller Central, as relying on Amazon's lower estimates could reduce your reimbursement amount.

Timing is also critical. Claims must be filed within Amazon's 60-day deadline. Missing this window means you lose your chance for reimbursement, no matter how valid your claim is.

Amazon also enforces rules to prevent abuse of the system. For example, they won't process poorly researched or premature claims, and submitting too many requests in a short period could flag your account. Make sure to back up your claims with complete documentation.

Additionally, Amazon retains the right to dispose of reimbursed items, which might include reselling them through Amazon Warehouse or other channels. They won't reimburse for items damaged by customers, recalled products, defective items, or refunds that you issue directly to customers.

Collect and Organize Required Documents

Having your paperwork in order before filing a claim can make or break your chances of success. Amazon requires solid proof for every reimbursement request, and missing or incomplete documents often lead to claim denials.

Set up a digital filing system to keep everything accessible and organized. Save your files as PDFs with clear labels like [ASIN]_[Document Type]_[Date] and store them in a secure, cloud-based system with backups. Group your files into categories such as Active Claims, Shipping Records, Inventory Reports, and Resolved Claims to navigate easily. This system not only simplifies claim submissions but also supports every step of the process.

Documents for Lost Items

When Amazon loses your inventory, you'll need to prove the items were shipped and delivered to their fulfillment center. Start with your supplier's purchase order, which shows the value and quantity of the inventory.

Next, include the shipment ID from Seller Central. This ties your claim to Amazon's tracking system and should include tracking details and proof of delivery from your carrier - evidence that the items reached Amazon's warehouse.

Lastly, gather Inventory Reconciliation and FBA Inventory Reports from Seller Central. These reports highlight discrepancies between what you shipped and what Amazon received or currently shows in stock.

To stay on top of things, keep a detailed spreadsheet for all shipments. Include columns for shipment ID, tracking number, delivery date, and item quantities. This makes it easier to spot patterns, especially if certain shipments repeatedly have missing items.

Documents for Damaged Items

For damaged inventory, visual evidence and communication records are essential. Take clear photos of any damaged items returned from Amazon. If customers report damage, save screenshots of their messages or reviews describing the issue.

Amazon may also provide condition notes when marking items as damaged. Screenshot these notes from your inventory reports to show that the damage happened at their facility.

Keep a record of all communication with customers who received damaged products. Save email threads, messages through Seller Central, and customer service logs to establish a timeline of when the damage was discovered.

Don't forget to include the shipment ID for the damaged unit. This helps Amazon trace the item's path through their network and identify where the damage likely occurred.

Documents for Overcharged Fees

Fee disputes require detailed financial records. Start with invoices from your supplier that show your product's actual dimensions, weight, and other specifications that affect FBA fees. If Amazon miscalculated these, your supplier invoices can confirm the correct values.

Download the FBA Fee Details Report from Seller Central to review what Amazon charged for each transaction. Compare these charges with Amazon's current fee schedule to find discrepancies.

Bank statements showing the actual charges can further support your case. To make things clear, create a spreadsheet breaking down the fees. Include columns for the transaction date, ASIN, Amazon's fee, the correct fee, and the difference.

Make sure these documents are well-organized and ready to meet Amazon's strict 60-day claim deadline. Having everything prepared can save you time and headaches.

Check Inventory and Find Discrepancies

Spotting inventory discrepancies is crucial for recovering reimbursements. According to industry insights, many sellers overlook recoverable fees tied to these discrepancies. Ignoring them not only risks lost sales but also drives up costs. Regular inventory checks - weekly for high-volume sellers and monthly for smaller operations - can help you identify issues before the 60-day reimbursement deadline.

Start by leveraging Amazon's reports to uncover these discrepancies.

Use Amazon Reports for Checking

Amazon offers several detailed reports to track inventory movements and identify discrepancies. The Inventory Ledger report is your go-to tool for reconciliation. It provides a comprehensive view of all inventory activities - starting balance, received stock, customer orders, returns, adjustments, removals, and the ending balance. Covering up to 18 months of data, this report combines six older reports into one, offering both Summary and Detailed views to thoroughly analyze inventory events.

The Inventory Adjustments report helps you detect corrections related to damage, loss, or receiving errors - key areas that could translate into reimbursement claims. Meanwhile, the Amazon Fulfilled Inventory report gives you a real-time snapshot, making it easier to flag discrepancies quickly.

For additional insights, the Daily and Monthly Inventory History reports provide snapshots of inventory levels, locations, and conditions. Use the FNSKU field to identify specific products, and expand the date range if discrepancies seem to originate from an earlier period.

Pay close attention to events such as "Inventory misplaced", "Inventory found", or "Damaged at Amazon fulfillment center" in the Inventory Ledger report. These can signal potential reimbursements. To stay organized, maintain a simple spreadsheet with columns for Date, ASIN, Expected vs. Actual Quantity, Discrepancy, and Action Taken.

Automate the Checking Process

Automation can make inventory reconciliation significantly more efficient. It can cut reconciliation time by up to 80%, recover up to 25% more fees, and reduce operational costs by as much as 30%.

Platforms like Refunzo offer a free lifetime Amazon FBA reconciliation service, automating the entire process. With 21-point checks and detailed reports on potential reimbursements, Refunzo eliminates the need to manually cross-reference multiple Amazon reports, freeing up your time to focus on scaling your business.

For sellers managing numerous ASINs or handling high shipment volumes, automation is a game-changer. Regular automated reviews ensure that discrepancies are caught early, records stay accurate, and reimbursement claims are well-supported.

Prepare and Submit a Complete Claim

When filing a claim in Seller Central, make sure your documentation is thorough and well-organized. Submitting incomplete or messy claims often leads to rejection. Taking the time to organize everything properly before submission can save you frustration later.

Organize and Attach Supporting Documents

Start by ensuring your files are neatly organized and follow a clear naming convention. Amazon requires all supporting documents to be submitted as PDFs, with each file under 10MB.

Your submission should include key records like proof of shipment, delivery confirmation, and inventory ownership documents. For damaged returns, include photos of the return packaging and label, multiple angles showing the damage, and the original packing slip.

If you're filing overcharged fees claims, be aware of Amazon's updated requirements as of August 2024. You'll need to pinpoint the specific charge in error and provide a detailed explanation of the discrepancies. This includes fee breakdowns and invoices, clearly showing where Amazon's calculations differ from the actual product dimensions or weight.

For lost inventory claims, include images of the return mailing label, tracking ID, proof of delivery, and invoices that list the item and its serial number. Every piece of documentation matters - missing even one required file can result in an automatic denial.

Write Clear and Simple Descriptions

Once your documents are ready, focus on crafting a clear and concise claim description. Amazon's claim investigators review hundreds of cases daily, so making your narrative easy to understand can speed up the process.

"Provide Clear Details. Explain why you believe Amazon should issue a reimbursement... Be clear about the reimbursement you're requesting - product cost, return or outbound shipping cost, etc. Providing all the details in the initial claim description will help reduce churn between you and the SAFE-T claim investigators."

• KJ_Amazon, Moderator

Begin with a brief summary of the issue, then provide specific details to back up your claim. Clearly state the reimbursement amount you're requesting and specify what it covers, such as product cost, return shipping, or outbound shipping fees. Use precise numbers - don’t say "a few units were lost"; instead, write "5 units of ASIN B08XYZ123 were lost during transfer to the fulfillment center."

To streamline the process, create templates for common claim types. A good template should include sections for the issue summary, timeline of events, financial impact, and resolution request. However, always customize each template with case-specific details.

Keep your tone professional and respectful. Even if you're frustrated, avoid emotional language or accusations. A polite and clear tone can help build rapport with the investigation team and lead to quicker resolutions.

Handle One Issue Per Claim

Address each issue in a separate claim to avoid confusion during Amazon's review process. Whether it's a lost inventory case, damaged return, or fee discrepancy, each problem should have its own submission and case ID.

Combining multiple issues in one claim can lead to mixed outcomes - Amazon may approve part of your claim while rejecting the rest, or deny the entire submission if any element is unsupported. Filing separate claims also makes tracking easier, allowing you to follow up on specific issues without affecting others.

If multiple ASINs are affected by the same problem within a single shipment, you can group them into one claim, as long as they share the same cause and timeframe. For issues occurring at different times, file separate claims for clarity.

To submit your claim, log into Seller Central and go to the Help section. Create a new case, select the appropriate category for your issue, and attach all relevant documents. Amazon will assign a case ID, which you'll use for all future communication about that specific claim.

Track Claim Progress and Follow Up

Submitting a claim is just the first step in the reimbursement process. To ensure everything goes smoothly, you need to actively monitor its progress and respond promptly to any updates. With Amazon handling thousands of claims daily, staying on top of yours is crucial to avoid delays or potential rejection.

Track Claim Status in Seller Central

Your Amazon Seller Central Dashboard is your go-to tool for keeping tabs on reimbursement claims. Head to the Help section and check the Case Log to see the status of each submission. Claims are tagged with status indicators that let you know exactly where things stand.

Here’s a quick breakdown of the key statuses and what they mean for you:

Make it a habit to review your Case Log every two weeks. Amazon’s team might update your case without sending a notification, so regular checks help you catch changes before they cause delays.

If your claim gets approved, you’ll typically see the reimbursement in your account within 4–5 business days. To find these payments, go to your Payments Dashboard, switch to Transaction view, and filter by "Other." Look for terms like "Balance Adjustment" or "FBA Inventory Reimbursement" under the Product Details column.

For a detailed breakdown of all reimbursements - both requested and automatic - use the Reimbursements report. Cross-reference the case ID in the report with your original claim to confirm the amounts match.

Act quickly on any status updates to keep the process moving.

Respond to Amazon's Requests

If Amazon asks for additional information, don’t delay. They usually expect a response within a few days, and missing this window can result in your claim being automatically rejected, even if it’s valid.

Aim to respond within 24 hours. Amazon’s investigators handle a heavy workload, so a prompt reply shows professionalism and keeps your case on their radar. Ignoring their feedback is one of the quickest ways to derail your claim.

When providing additional evidence, make sure it’s exactly what Amazon is asking for. This could include extra photos of damaged items, email exchanges with customers about return issues, or invoices proving the purchase value of lost inventory.

Keep your response clear and to the point. Reference the original case ID, restate the key facts briefly, and attach the new documentation. If you’re uploading files, stick to the same naming and PDF format rules you followed during the initial submission.

To stay organized, save all correspondence with Amazon in a dedicated folder. Keep email confirmations, case updates, and resolution notices handy in case you need to escalate the claim later.

Document Resolutions for Future Reference

Whether your claim is approved or denied, documenting the outcome is essential for improving future submissions. This helps you understand what works and what doesn’t in Amazon’s review process.

For approved claims, take note of the documentation and descriptions that worked well. Use this information to create templates for similar claims, making the process faster and more efficient next time. Also, track how long it took for the claim to be resolved so you can set realistic expectations.

If a claim is denied, review Amazon’s explanation carefully. Often, denials happen because of missing or incomplete documentation rather than the claim being invalid. If you still believe your claim is valid, gather the requested information and resubmit it with a clear explanation of how the new evidence addresses their concerns.

Recording the reasons for denials and outcomes will help you refine your approach and avoid repeating mistakes.

For a more hands-off approach, consider using tools like Refunzo. This platform automatically tracks your account, checking over 20 criteria for potential reimbursements. It provides detailed reports, so you can either handle claims yourself or let them manage the process for a capped commission fee. It’s a great way to stay on top of discrepancies without the hassle of manual monitoring.

Conclusion: Get More Reimbursements with a Clear Process

Having a structured approach to FBA claims can make all the difference in recovering money owed by Amazon. With 99% of FBA sellers leaving money unclaimed, a clear and organized process directly impacts your profit margins. Sellers who recover their funds successfully often owe it to their attention to detail and consistent organization. By following a systematic method, you can ensure every claim has the best chance of approval.

The core steps - understanding Amazon's policies, maintaining proper documentation, regularly reviewing inventory, submitting complete claims, and tracking their progress - form a reliable process that boosts your chances of success while cutting down on wasted effort from rejected claims. Regularly monitoring your account and keeping thorough records are especially important, as they help you spot issues within Amazon's claim windows. Without this diligence, sellers risk losing 1-3% of their annual revenue due to unaddressed FBA discrepancies. Identifying and addressing these issues early is crucial.

For those managing extensive inventories or operating across multiple marketplaces, automation can simplify the process even further. Tools like Refunzo can take the hassle out of reimbursement management by performing over 20 automated checks on your account and generating detailed reports on potential claims.

Over time, this organized approach becomes second nature. You'll develop templates for common claims, know exactly which documents to prepare, and learn how to present your case effectively. This not only improves your success rate but also saves valuable time that can be redirected toward scaling your business. Regularly managing reimbursements ensures Amazon pays what it owes, safeguarding your profit margins.

Every dollar recovered through FBA claims goes straight to your bottom line, making this process an essential part of protecting and growing your business.

FAQs

What are the main reasons FBA claims get denied, and how can I prevent it?

When filing FBA claims, denials often stem from missing or incorrect documentation - like incomplete invoices or inaccurate information. Other frequent issues include filing claims after Amazon's allowed time window, submitting invalid data, or failing to meet Amazon’s specific eligibility rules.

To avoid these pitfalls, ensure your records are thoroughly organized and all required documents are accurate and complete. Double-check Amazon's submission guidelines to make sure your claims comply with their policies. Paying close attention to the details and staying on top of requirements can save you time and increase your chances of getting claims approved.

How can I keep my documentation organized for successful FBA claims?

To make sure your FBA claims go through smoothly, staying organized is key. Keep detailed records of everything related to your shipments, inventory, fees, and any issues that pop up. Some must-have documents include invoices, proof of delivery, shipping confirmations, photos of damaged goods, and inventory reports.

Using tools like spreadsheets or specialized software can make tracking claims and their progress much easier. It’s also a good idea to regularly review your inventory reports and save timestamped proof of any inventory changes. This helps reduce the risk of having claims denied. By keeping all your records in a well-organized system, you’ll simplify the process and increase your chances of getting claims approved.

How can I identify and address discrepancies in my Amazon FBA inventory?

To tackle discrepancies in your Amazon FBA inventory, start by diving into your Seller Central inventory reports. Compare these reports with your own internal records to pinpoint any mismatches. Regular physical inventory counts paired with digital record reconciliation can help you spot missing items or errors quickly.

For a more hands-on approach, make it a habit to audit your shipments and double-check inbound shipment details. Catching issues early can save you headaches later. Strengthening quality control processes and digging into the root causes of recurring problems can also help prevent future discrepancies. If you're looking for an easier way to manage this, tools like Refunzo can automate account reconciliation and highlight reimbursement opportunities, saving you time and effort.

Related Blog Posts

• 5 Ways to Maximize Your Amazon FBA Reimbursement Claims

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• 7 Reasons Amazon Rejects FBA Claims