n8n RMA Return Approval Workflow: Gemini + Shopify + WooCommerce

Auto-approve RMAs for Shopify + WooCommerce with Gemini-powered reason classification

Stop manually reviewing every return merchandise authorization (RMA). This n8n workflow automatically receives return requests, pulls the matching Shopify or WooCommerce order, classifies the reason using Google Gemini, checks customer return history in Google Sheets, and either auto-approves the RMA or escalates it to Slack for human review—then updates systems and sends the right emails.

What this workflow does

• Ingests return requests via webhook, and also supports an hourly run to pull Shopify orders tagged return-requested (or a manual test trigger).
• Normalizes input and fetches the related order from Shopify or WooCommerce to calculate order value, fulfillment status, and order age.
• Classifies return reasons with Google Gemini by sending the customer’s reason text and item details to produce a predefined category plus a confidence score.
• Checks fraud/abuse signals by reading the RMALog tab in Google Sheets to count recent returns for the customer.
• Generates a unique RMA ID, assigns inventory disposition per item (restock/quarantine/damaged), and decides whether the return can be auto-approved using value, category, fulfillment, time window, and fraud signals.
• Executes the decision: if approved, creates the return/refund in Shopify or WooCommerce, emails the warehouse a shipping-label request via Gmail, emails the customer approval via Gmail, and appends the RMA record to Google Sheets. If review is required, it routes the request for human approval via Slack.

Use cases

• Reduce RMA processing time for Shopify stores handling frequent return requests.
• Add controlled fraud checks for WooCommerce returns using Google Sheets history.
• Use Gemini to standardize return reason categorization and improve decision consistency.

Technical details

• n8n workflow category: n8n automation workflow
• Integrations / nodes used: if, set, code, Gmail, Slack, Shopify (plus logic for WooCommerce order retrieval as described)
• Data layer: Google Sheets (RMALog tab) for recent return counts and RMA logging