How wholesalers recover money from retailer chargebacks
One AI agent runs the entire dispute pipeline end to end, from the deduction hitting your account to the money coming back. The pipeline is four steps: detect the deduction, pull the evidence, build the dispute packet, submit and recover. Roy runs all four.
Detect the deduction
Roy monitors every retailer deduction as it lands, classifies the reason code, and flags the ones worth disputing. Deductions arrive through the channels they already arrive through today: portal, email, and EDI. Roy automatically imports retailer deductions from those channels.
Roy reviews every deduction, not just the big ones, so no dispute window closes on money you could have recovered. That is how deductions that go undisputed stop being the default outcome.
Pull the evidence
Roy matches each chargeback against your invoices, BOLs, and proof-of-delivery, assembling the documentation that proves the deduction is invalid. It gathers that evidence from your ERP and EDI.
Build the dispute packet
Roy writes the retailer-specific dispute, formatted to that retailer's reason codes and evidence rules, ready for review. It assembles dispute packets and files 24/7.
Submit and recover
Packets are filed to the retailer portal or emailed to the right contact, 24/7 across every retailer, and tracked until the money comes back. Roy tracks the dispute to resolution.
What if Roy cannot connect to your ERP?
You forward the chargeback notice to Roy by email and Roy opens the case from the document itself. No ERP connection is required for this path. ROI-AI sets up a forwarding address for your account and Roy reads the notice, extracts the deduction detail, and opens a case the same way it would if the deduction had arrived through a connected system. This intake path currently handles one retailer's chargeback notice format, and ROI-AI configures it per account rather than it being self-serve. Support for forwarded notices from additional retailers is in design.
What changes without an ERP is the evidence, not the case. Roy has the notice and whatever documents you forward or upload. It does not have your invoice audit trail, your price history, or your open orders, so what it can assemble is bounded by what you send it.
| Connected account | Forwarded notice | |
|---|---|---|
| How the deduction reaches Roy | Imported automatically from portal, email, and EDI | You forward the retailer's notice to an address ROI-AI sets up for you |
| Retailer coverage of this intake path | The retailers you sell to | One retailer's notice format today |
| What Roy reads for evidence | Your ERP and EDI, plus documents and portals | The notice, plus the documents you forward or upload |
| Invoice audit trail and price history | Available to the dispute | Not available |
| Setup | ROI-AI connects to your systems with the permissions your IT team grants | ROI-AI configures the forwarding address per account |
How Roy uses that evidence is the subject of the next section.
What evidence Roy assembles, and where it comes from
Roy matches each chargeback against your invoices, BOLs, and proof-of-delivery, assembling the documentation that proves the deduction is invalid. The documents are gathered from your own systems, meaning your ERP, your EDI, your email, and retailer portals. Roy connects with the permissions your IT team grants: read access for the evidence a dispute needs, and write access only where the dispute work requires it. Nothing is reconstructed and nothing is migrated.
Reading those sources together is what makes the difference. In one published case, Roy read the structured data, the documents, and the product image together. Any one of those sources alone told the wrong story.
Different reason codes carry different evidence standards, including shortage deductions. For the wider landscape of the deduction reasons behind these charges, including routing guides, labeling requirements, and OTIF penalties, see the compliance page.
Roy knows when not to dispute
Roy reviews every deduction, then flags the ones worth disputing. Disputing everything is not the goal.
In one published case, our AI teammate, Roy, read the chargeback and recommended the opposite: do not dispute this one. Roy read the structured data, the documents, and the product image together, found that the charge was actually valid, and pointed at the upstream fix so it stops happening again. You can read the full case.
Our analysts carry the review, not your team.
Roy reviews each deduction, assembles the evidence, and prepares the dispute. ROI-AI's own analysts review and release it. That review is selective and exception-based, and the scope Roy handles grows as accuracy is established reason code by reason code.
When a chargeback needs judgment, our own analysts make the call as the managed quality layer. This is our AI-native Service-as-a-Software model: the review burden is ours, not yours. Weigh in any time you want, but nothing lands in your queue and nothing waits on your approval.
Where Roy works: the channels your team already uses
Roy works through the channels your AR team already uses, and runs the disputes end to end. Roy is connected to your ERP, EDI, and email. There is no new software to learn. You interact via email and messaging, and you get recovery updates in Slack or Teams, without switching context.
Connects to your ERP, with the permissions you grant
Roy connects to your ERP with the permissions your IT team grants: read access for the evidence a dispute needs, and write access only where the dispute work requires it. No data migration, no changes to how your team works. We connect to your systems, ingest historical chargebacks, and Roy starts disputing.
The capability is already live in production with an AMTERP customer, where chargeback dispute automation is available now to OBS customers and live in production.
Live in weeks
Live in weeks, not months. We start with a discovery call. We look at your data. We identify where revenue is leaking. Then we build or deploy the right agent, custom to your business, live in weeks. We connect to your systems, ingest historical chargebacks, and Roy starts disputing.
Across the retailers you sell to
Disputing across the retailers you sell to. Roy knows each retailer's portal, reason codes, and evidence rules. Adding a new one takes days, not months.
How pricing works
Usage-based. We show you the ROI before we start. We do not guess at pricing. Before we start, we do a mutual ROI analysis with you. We look at your data, calculate the expected recovery or savings, and price accordingly. No setup fees. No long-term lock-in. If we cannot demonstrate clear ROI for a use case, we will not take it on.