The problem: Returns come in at the counter, by mail, and through your online store. A few weeks later, you can't tell which were refunded, restocked, or still sitting in the back.
What you end up with: One returns log with what came back, why, what you did about it, and a monthly summary of the most common reasons.
What you'll need
Your return policy, and a place to log returns as they come in.
Getting set up
Why do customers send things back? Your returns log can tell you. Google lists Gemini in Sheets, and Microsoft says Copilot works inside Excel. If you sell on Shopify, Shopify says Sidekick can help with your store. Log each return with date, item, reason, and what happened: refund, exchange, or store credit.
Step by step
- Write down your return policy in one place.
- Log every return: date, item, reason, outcome, restocked or not.
- Each month, ask the AI to group returns by reason.
- Ask it to list any refunds not yet marked done.
- Check the list against your payment records.
- Fix the top reason, like a confusing size chart.
- Update your product pages or policy if needed.
A prompt to start with
Copy this prompt, then make it your own. "Here's this month's returns log: [paste]. Group the returns by reason, with counts. List any refunds or exchanges not marked done. Then suggest two things we could change to cut the top reason. Don't guess anything that isn't in the log."
What you'll get
A returns-by-reason summary and a list of open refunds.
If something goes wrong
If reasons are vague, use a short dropdown list. If online and in-store returns are separate, export both into one sheet.
Keep in mind
Follow your posted return policy and consumer rules where you operate. Customer details are personal data, so keep them out of tools your business doesn't trust.
Sources
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Google Workspace Updates blog
- Getting set up · checked Oct 28, 2026 · rechecked regularly — Microsoft Copilot for small business — product page and FAQ
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