n8n Workflow: Parcel Returns & Refunds Tracker (Google Drive, Gmail, Kontoflux)

Parcel Returns & Refunds Tracker for n8n — automate delivery tracking and refund follow-ups

This n8n workflow automatically turns scanned return receipts in Google Drive into a live return-and-refund status tracker. It enriches data using Gmail and Kontoflux, then monitors DHL/Deutsche Post delivery status daily and manages refund confirmation with approval-based reminder emails.

What this workflow does

• Receipts → structured return records: When a new receipt scan file is created in a specific Google Drive folder, the workflow downloads it and runs Mistral OCR to extract text. An LLM parses the carrier, tracking ID, recipient/shop name, and drop-off date.
• Order matching and refund expectations: It uses Gmail and the Kontoflux transactions API (via an LLM agent) to locate the matching order confirmation, determine the expected refund amount, and split payment method (bank vs PayPal balance).
• Daily DHL delivery status updates: Every day at 08:00, it reads overdue (not yet delivered) shipments from an n8n Data Table, queries the DHL Tracking API for DHL/Deutsche Post tracking IDs, updates the Data Table, and sends a delivery notification email when delivered.
• Daily refund checking in Kontoflux: Every day at 08:00, it checks overdue (not yet refunded) returns by searching Kontoflux for matching incoming credits (bank and PayPal) and records received amounts back into the Data Table.
• Approval-based marking: If the received refund fully matches what was originally paid (by channel), it requests approval by email to mark the return as refunded; otherwise, it continues refund follow-ups.

Use cases

• Track return shipments end-to-end after customers drop packages at DHL/Deutsche Post.
• Reduce refund delays by verifying incoming credits in Kontoflux (bank vs PayPal) against expected refunds.
• Automate operations for SaaS support teams using n8n Data Table as a single source of truth.

Technical details

• Triggers/Nodes: Google Drive (new file), Mistral AI (OCR), LLM parsing, Gmail tools, Kontoflux transactions API via LLM agent
• Data storage: n8n Data Table to store expected delivery and refund dates, plus received amounts
• Scheduled checks: Daily runs at 08:00 for DHL/Deutsche Post tracking and refund verification
• Helpers: if logic and a Sticky Note for workflow clarity