Extract data from return material authorizations
Unstract reads RMA forms and customer return requests, typed, handwritten or photographed, matches each line to the original order and invoice, and sends the checked return to your ERP or returns system.
serial not on pack slip for SO-77215, ask cust svc — TR
REASON CODES: R03 DEFECTIVE · R07 WRONG ITEM SHIPPED
{ "rma_number": "RMA-26-04817", "customer": "Corbett Packaging Co.", "original_invoice": "INV-118402", "ship_date": "09/15/2026", "part_number": "SD-4420-B", "serial_number": "SD44B-260931", "reason_code": "R03", "requested_resolution": "replace", "authorized_by": "K. Brandt", "serial_on_invoice": false}
Trusted by manufacturing and quality teams around the globe
Customers ask for a return on whatever paper they have to hand
Some customers fill in your RMA form neatly. Others photograph a handwritten copy on the shop floor, send their own return paperwork, or email a spreadsheet of thirty lines.
Filled in by hand, then photographed on the workbench
Three customers, three names for the same number
A quantity crossed out and the resolution changed by hand
Request, invoice, packing slip and photos of the fault in one file
A distributor's month of returns in one spreadsheet
A customer service rep looks up every order, invoice and serial number by hand, so the customer waits days to hear whether a credit or a replacement is coming.
Unstract reads each request in the customer's own layout, pulls the parts, serials and reasons, matches them to the original order and the warranty terms, and sends the checked return to your ERP or returns system.
Parse, extract and route return requests on one platform
Read the RMA form, turn each return line into data, then run the return around it. Each product works alone, and together they take a request from inbox to decision.
Read each return material authorization with every part, serial and reason in place
Capture the full text of a return material authorization, whether the customer typed it, wrote it by hand or sent an RMA scan from a phone. Each return line stays intact, so a serial number sits with its own part and quantity, the ticked resolution box reads as ticked, and the handwritten fault description comes through in the customer's words.
Send the text to your own LLM, or make parsing the first step of a returns workflow.
Learn more about LLMWhispererReturn material authorization data extraction that checks each line
Name the fields your returns desk needs, and every request comes back in one JSON structure, whether the customer writes RMA number, return auth or RGA. Each line is checked as it comes out: a serial number that never shipped on the original invoice, a ship date outside the warranty period or a quantity higher than the order arrives flagged with the reason.
Call it as an API from your customer portal, run it as an ETL pipeline from the returns inbox, or make it one step in an orchestrated return.
Learn more about Document StudioRun each return from the customer's request to an approved RMA
Describe how your team handles RMA requests in plain English, and Flow's agents build the workflow. Requests are picked up from email or the customer portal, each one is read, every line is checked against the original order and your warranty terms, and the approved return is created in your ERP or returns system. You approve the workflow once, and it handles every request the same way.
Set the points where a person steps in: a request outside warranty, a serial number that doesn't match the shipment, a credit above your limit. Those requests go to customer service with the reason attached. Unstract reads and checks the RMA; your team approves the credit or replacement.
Learn more about FlowRead your RMA forms today. Run the full return when you're ready.
Upload your own return requests free and see the fields they give. Automating the return from request to approval begins with a consultation.
RMA forms, and the paperwork that travels with a return
Documents
- Return material authorizations
- Return merchandise authorizations
- Customer RMA request forms
- Returned goods authorizations (RGA)
- Warranty return claims
- Warranty claim forms
- Repair and service requests
- Credit request forms
- Replacement order requests
- Returned-goods inspection reports
- Distributor return schedules
- Packing slips for returned parts
- Customer fault reports with photos
- Original invoices and order confirmations
Fields captured
For the teams that touch a return before it is closed
Each request arrives with the order, invoice and warranty status already looked up, so the customer hears back on the same day.
Reason codes and fault descriptions logged by part and serial number, so a failure that keeps coming back shows up before the next batch ships.
The expected parts, serials and quantities are known before the carton reaches the dock, so a short or wrong return is caught at receiving.
Return requests in your own format, or a spreadsheet of many lines, read without retyping into the manufacturer's form.
Returns decided sooner, fewer lookups by hand
Customer return records stay private
An RMA form carries customer names, addresses and order histories: who buys which parts, how many, at what price, and which ones failed. That record is your customer list and a map of your product's weak points.
- Encrypted in transit and at rest.
- Return requests are never used for model training.
- Access by role, site and customer account, with every correction and approval recorded against the RMA.
- You set retention: requests are kept for the period your warranty and quality records require, then deleted.
- Self-hosted deployment for manufacturers that keep customer and order data inside their own network.
What returns and quality teams ask first
Yes. Document Studio pulls the order and invoice numbers from the request, and the check looks up each line in that order: part, quantity and serial number. A part that was never on the order or a quantity above what shipped comes back flagged.
Yes. LLMWhisperer reads printed and handwritten serials and keeps each one on the line of its part. The extraction compares it with the serials shipped on the original invoice, so a transposed digit shows up before anyone ships a replacement.
Yes, from your terms. You give it the warranty period for each product line, and the ship date or install date on the request is compared with it. A request outside the period goes to customer service with both dates shown.
No. Unstract reads the RMA, checks it against the order and your warranty terms, and creates the record. Your team approves the credit, replacement or repair, and the inspection of the returned part stays with your quality and receiving staff.
Yes. Return merchandise authorization OCR in LLMWhisperer reads crooked scans, faxes and photos taken on a workbench, and keeps ticked boxes and handwritten fault notes in place. The same holds for a customer's own return form instead of yours.
One JSON record per request: RMA number, customer and account, the original order and invoice, and each return line with part, serial, quantity, reason code and requested resolution. The fault description comes through as the customer wrote it.
Yes. Each line keeps its own reason code and resolution, so a wrong cable sent back for credit and a failed drive sent for repair arrive as two lines with two outcomes under one RMA number.
Yes. The inspection box, the condition ticked and any handwritten findings are read from the same form, so the record shows what the customer reported beside what your receiving team found.
Yes. Document Studio deploys an endpoint per document type: POST a return request from your customer portal and get the record back as JSON. The same extraction runs as an ETL pipeline from a returns inbox or a shared folder.
Yes. Describe the process in plain English and Flow's agents build it: pick up requests, read them, check each line against the order and the warranty, and create the RMA. Your team signs off the workflow first, and it stops for customer service exactly where you told it to.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Requests are encrypted in transit and at rest, never used to train models, and kept only as long as you set. Manufacturers that keep customer data on their own network can self-host; see the Trust Center.
A few weeks of return requests as they really arrive, your warranty terms and your reason codes. In a consultation we set up the return around them and your ERP or returns system. To try extraction first, start for free and upload one RMA form.
Bring a month of return requests to the consultation
RMA forms, warranty claims and distributor return lists, with the orders they point back to. We read them with you and show each serial, warranty date and quantity that doesn't match.