How to maximize your FBA reimbursements without breaking Amazon's rules

TL;DR

• Know Amazon’s rules for eligibility; otherwise, expect rejected claims.

• Keep shipment records like gold—tracking IDs, quantities, and FNSKUs matter.

• Audit inventory regularly; check “Inventory Adjustments” for lost/damaged units.

• Follow Amazon’s exact claim process by type (returns, shipments) to avoid delays.

• Monitor fee reports; Amazon sometimes miscalculates sizes and charges.

• Act quickly; missed claim deadlines mean lost money—set reminders!

Getting Amazon to reimburse you fairly shouldn’t feel like pulling teeth. But staying on the right side of their rules? That’s where it gets tricky. This guide is all about squeezing the most out of your reimbursements, without risking your account or spending hours on endless claims. We’ll go over clever strategies and expert tips, so you’re making Amazon’s system work for you—while playing by their book.

Let’s get into it and make every dollar count, no rule-breaking required!

Quick guide:

• #1: Know Amazon’s rules (because winging it won’t work)

• #2: Treat shipment records like gold

• #3: Audit your inventory—find issues before they find you

• #4: Follow Amazon’s exact claim process (no shortcuts!)

• #5: Double-check those fulfillment fees—Amazon math can get funky

• #6: File claims fast—don’t wait till it’s too late

• #7: Bring in the pros if claims feel like a full-time job

#1: Know Amazon’s rules (because winging it won’t work)

If you want to maximize your Amazon FBA reimbursements, you need to know Amazon’s rules inside and out—no shortcuts here. Amazon has very specific criteria for reimbursements, and if you’re not familiar with them, you’ll end up with denied claims and wasted time. 

Here’s what you should do -

• Understand what’s actually eligible: Not every mishap qualifies. Amazon only covers losses and damages that happen under their watch. That means items lost or damaged at their warehouse or during delivery by Amazon’s carriers are usually eligible, but items returned by customers with damage? That’s a no-go.

• Learn the “hidden” details of eligibility: Amazon expects the item to be registered in FBA at the time of the issue and for your account to be in good standing. Items pending disposal or canceled shipments also don’t qualify. Basically, if there’s anything “iffy” about the item, Amazon will deny your claim in a heartbeat.

• Master the specific types of claims: There’s no one-size-fits-all here. Amazon has different categories for different issues, such as inbound shipment issues, warehouse damages, returns gone wrong, and removals. Each type has its own process, so it’s important to follow the right claim path for each issue.

• Keep up with updates: Amazon occasionally changes its reimbursement policies (because of course, they do). Stay in the loop by checking the Seller Central forums or updates from Amazon support—knowing the latest rules gives you an edge when filing claims.

#2: Treat shipment records like gold

When it comes to Amazon FBA inventory reimbursements, your shipment records are your best defense. Think of them as your receipts in a world where Amazon occasionally misplaces things but isn’t eager to hand out reimbursements without proof. 

Here’s how to keep these records solid and ready to go:

• Document every shipment meticulously: Each time you send inventory to Amazon, record the shipment ID, FNSKUs, quantities, and carrier tracking numbers. Make it a habit to save everything, ideally in a digital file (Google Sheets or Excel works great for this). You’ll need all these details if Amazon questions your claim, so don’t rely on memory here.

• Save carrier receipts and tracking info: If you’re shipping yourself or using a third-party carrier, the tracking info is essential. If Amazon says they didn’t receive an item, you’ll need this proof to back your claim. If Amazon handles your shipping (with partnered carriers), keep screenshots of the label creation and any carrier tracking you get from Seller Central.

• Verify Amazon’s check-in reports against your records: After your items arrive at the fulfillment center, Amazon will check them in. Compare their records against your own to spot any missing units ASAP. If you sent 100 items and Amazon logged in 98, you have a case for reimbursement.

• Store documents for at least 18 months: Amazon’s claim window extends up to 18 months for some issues. Keep all records organized and accessible for that long, because a claim might arise long after you’ve forgotten about a shipment.

Treating your records like gold ensures you have the ammunition needed to prove your case. If Amazon questions a shipment, you don’t want to be scrambling through old emails or relying on memory—it’s all about staying ready.

#3: Audit your inventory—find issues before they find you

Regular inventory audits are essential for catching Amazon’s slip-ups before they cost you. Here’s a step-by-step guide to ensure you’re not leaving money on the table:

• Start with the “Inventory Adjustments” report: Go to Seller Central > Reports > Fulfillment > Inventory Adjustments. This report shows all the “adjustments” Amazon made to your inventory—think lost, damaged, or misplaced items. Look for any entries under “Lost” or “Damaged” and cross-check them with your inventory records.

• Check your inbound shipments against “Manage FBA Shipments”: Go to Inventory > Manage FBA Shipments to review all shipments sent to Amazon. If you shipped 50 units but Amazon only checked in 47, those three missing units are your golden opportunity for a reimbursement claim.

• Monitor the “Returns” report for hidden issues: Customer returns can be a minefield. Go to Reports > Fulfillment > Returns to see items returned to Amazon. Watch out for items marked as “unfulfillable” or “defective” (especially if Amazon caused the defect during inspection or handling). If Amazon damages a return, you’re owed compensation.

• Run a monthly “Reimbursements” report: Head over to Reports > Fulfillment > Reimbursements. This report lists all the reimbursements Amazon has already issued. Compare it against your records to ensure you’ve been reimbursed for every issue you found. If they missed something, it’s claim time.

• Keep an eye out for fee discrepancies: Amazon sometimes miscalculates storage or fulfillment fees based on incorrect weights or dimensions. Run a Fee Preview Report in Reports > Fulfillment > Fee Preview to see what fees Amazon is charging. If you spot any “oversized” items that should be “standard,” flag them and file a claim.

Regular audits aren’t just busywork—they’re your best line of defense against Amazon’s oversights. By catching issues early, you stay ahead of the game and ensure Amazon doesn’t keep a cent they owe you.

#4: Follow Amazon’s exact claim process (no shortcuts!)

To maximize your Amazon FBA reimbursements without violating Amazon's policies, it's crucial to adhere strictly to their established claim processes. Amazon has specific procedures for different types of claims, and deviating from these can lead to delays or denials.

Step 1: Identify the type of claim

Amazon categorizes claims based on where the issue occurred:

• Shipment to Amazon claims: For items lost or damaged during transit to Amazon's fulfillment centers.

• Fulfillment center operations claims: For items lost or damaged within Amazon's facilities.

• Customer return claims: For items lost or damaged during the customer return process.

• Removals claims: For items lost or damaged during removal from Amazon's fulfillment network.

Step 2: Gather necessary documentation

Each claim type requires specific documentation:

• Shipment to Amazon claims: Provide shipment IDs, tracking numbers, proof of delivery, and itemized lists of shipped products.

• Fulfillment center operations claims: Include inventory adjustment reports and any relevant communications with Amazon.

• Customer return claims: Submit order IDs, return details, and evidence of the item's condition upon return.

• Removals claims: Provide removal order IDs and details of the items involved.

Step 3: Submit the claim through Seller Central

Log in to your Amazon Seller Central account and navigate to the 'Help' section. Select 'Get Support' and choose 'Fulfillment by Amazon' as the category. Follow the prompts to submit your claim, ensuring all required information and documentation are included.

Step 4: Adhere to Amazon's timelines

Amazon has specific timeframes for submitting claims:

• Shipment to Amazon claims: Submit within nine months of the shipment's delivery date.

• Fulfillment center operations claims: File within 18 months of the incident.

• Customer return claims: Submit between 60 and 120 days after the customer refund or replacement date.

• Removals claims: File within 60 days of the removal order's completion.

Missing these windows can result in denied claims, so timely action is essential.

Step 5: Monitor claim status and follow up

After submission, regularly check the status of your claim in the 'Case Log' within Seller Central. If additional information is requested, provide it promptly. If a claim is denied and you believe it's valid, consider appealing with any supplementary evidence.

#5: Double-check those fulfillment fees—Amazon math can get funky

Amazon’s fee calculations aren’t always spot-on, especially when it comes to fulfillment and storage fees. And when Amazon math gets funky, you could end up paying more than you should. Here’s how to stay on top of your fees and spot any overcharges:

• Run a Fee Preview Report regularly: Go to Seller Central > Reports > Fulfillment > Fee Preview. This report shows Amazon’s estimated fulfillment and storage fees for each item. Check that these fees match your item’s actual size, weight, and classification. If anything looks off, you may have a case for a reimbursement.

• Spot oversized classification errors: Amazon sometimes classifies standard-size items as oversized, leading to higher fees. For instance, if a product under 18 inches suddenly shows up as “oversized,” it’s time to file a claim. Compare Amazon’s classification to your item’s actual specs to catch these misclassifications.

• Watch for inaccurate weights and dimensions: Amazon may incorrectly record your item’s weight or size, which directly impacts fulfillment costs. Use the “Fee Preview” data alongside your product’s actual measurements. If there’s a significant discrepancy, reach out to Amazon with evidence of your item’s real specs.

• Monitor for monthly storage fee spikes: Amazon charges storage fees based on space your items take up in their warehouses. If you see unusual spikes in these fees, check for potential errors in weight or size data. A small error in dimensions can lead to disproportionately high storage costs, especially if you have high-volume stock.

• File a claim for miscalculated fees: If you catch any of these errors, go to Help > Get Support in Seller Central and choose the appropriate category (like “Fee Dispute”). Submit your claim with all the relevant details, such as corrected measurements, and let Amazon know they’ve made an error.

#6: File claims fast—don’t wait till it’s too late

When it comes to filing FBA claims, timing is everything. Amazon has strict deadlines, and once they’re missed, there’s no going back. 

Here’s how to stay on top of things and file claims before time runs out:

Know Amazon’s claim windows by heart:

• Inbound shipments: You have 9 months from the shipment delivery date to file claims for items lost or damaged en route to Amazon.

• Warehouse issues: Claims for items lost or damaged within Amazon’s fulfillment centers can be filed up to 18 months after the incident.

• Customer returns: You have 60-120 days from the date Amazon issued a refund or replacement to file claims for items lost or damaged during the return process.

• Removals: Claims for lost or damaged removals must be filed within 60 days of the removal order completion.

Set monthly reminders to review inventory reports: Avoid last-minute scrambling by setting a regular reminder to check your inventory, shipment, and returns reports each month. This helps you catch any missing items early and file claims well within the deadlines.

Keep a claim log: Track each claim you file in a simple spreadsheet with dates, item details, and status. This makes it easy to remember which claims need follow-up and prevents you from missing the claim windows.

File claims promptly after spotting an issue: If you notice a discrepancy, don’t wait! File the claim as soon as possible. Amazon’s processes can be slow, so it pays to get your claim in the queue quickly.

Double-check each claim before submission: Last-minute errors can lead to delays, so make sure each claim has all necessary details (like FNSKUs, shipment IDs, and tracking numbers) before you submit.

#7: Bring in the pros if claims feel like a full-time job

If handling FBA reimbursements feels like an unpaid side gig, Refunzo might be worth a look. Signing up is completely free, with no credit card required. Plus, you get lifetime access to check what Amazon might owe you—no fees, no limits, just clarity on potential reimbursements.

Once you see what’s on the table, you’re free to take the DIY route or bring in Refunzo’s Amazon reimbursement specialist team to handle claims for you. The best part? They only charge if they actually recover money for you, so there’s no upfront cost or risk involved. You can check, claim, and collect without any stress, knowing you’re not paying a cent unless Amazon puts money back into your account.