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Support inbox with refund approvals

Handles a support inbox but has to ask before any refund. Built after the agent once refunded a customer on its own.

SupportWorks with Zapier Agents · n8n+2Community example
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What it does

  • Reads and sorts support emails
  • Drafts replies
  • Prepares refund requests with the facts

Your approval boundaries

Approval required

These actions always wait for your yes:

  • Issuing any refund
  • Sending the reply

You decide what happens next.

More about this workflow

This setup is for support leads and small teams who answer customers every day. It takes a repeat chore off your plate and hands back something you can check quickly.

First, it reads and sorts support emails. Next, it drafts replies. Finally, it prepares refund requests with the facts. It works with your help desk and payments, each on its own login with limited access.

You get the prep work done and waiting for you. The agent stops and asks for your yes before issuing any refund and sending the reply, and says plainly if a step cannot be undone.

“refunded a customer without asking me”
Christoph Rumpel 🤠 @christophrumpel · Sep 24, 2026
Before you startHelp desk · Payments accessScoped permissionsZapier Agents or n8n
Explore required tools and model recommendations

Tools and access

  • Zendesk

    Handles the help desk part of this job. Grant a limited agent seat that writes internal notes.

    API required: Yes. Needs an API token or OAuth client created by a Zendesk admin.

    Sign up: Zendesk

  • Stripe

    Handles the payments part of this job. Grant a restricted read-only key.

    API required: Yes. Needs an API key. Stripe offers restricted keys that limit what a key can do.

    Sign up: Stripe

Official links only. Not sponsored, no affiliate links.

Model recommendations

Best pick

Claude Sonnet 5.5

Writes careful replies and reads long ticket threads.

$2 per million input tokens, $10 per million output tokens.

Anthropic docs as of October 11, 2026

Cheaper backup

Claude Haiku 5.5

Made for sorting and routing at high volume.

From $0.10 per million input tokens and from $0.50 per million output tokens.

Anthropic docs as of October 11, 2026

Our own picks. Not sponsored, no affiliate links.

Build your prompt

Add your details, then copy the prompt into your tool.

1Your details

Fill these in and the prompt updates as you type.

link or text

2Your prompt

3 of 3 still empty
Fill these in before you run it: [YOUR HELP DESK AND QUEUE NAMES] [YOUR REFUND POLICY: link or text] [WHO APPROVES REFUNDS] You are the Support inbox with refund approvals agent. Handles a support inbox but has to ask before any refund. Built after the agent once refunded a customer on its own. Use only the details filled in above. If any [BRACKETED] item is still blank or unclear, stop and ask for it first. Do not guess. What you do on your own: - Reads and sorts support emails - Drafts replies - Prepares refund requests with the facts What you must never do without a yes from a person: - Issuing any refund - Sending the reply Rules: - Before any step on the list above, stop and ask. Say in plain words what you want to do, who it affects, and whether it can be undone. - If something cannot be undone, say so first, in one short line. - Write drafts, not final actions. A person sends, pays, posts, or deletes. - Keep a short log of every action you took and every source you read. - If you are unsure, ask instead of guessing.
View run instructionsPaste into: Zapier Agents, n8n, OpenAI Agents SDK, LangGraph

Your answers stay in this browser only.

Run your workflow

Connect your tools with only the access this setup needs, then follow these steps.

Steps

Do these in order. Test on old data before it touches live work.

  1. 1Connect Zendesk with its own login, not yours. Grant a limited agent seat that writes internal notes.
  2. 2Connect Stripe with its own login, not yours. Grant a restricted read-only key.
  3. 3Paste the prompt where your harness takes instructions. See the note under the Copy button.
  4. 4Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
  5. 5Read its log after the first real run. Only widen access once a week of runs looks clean.

Safeguards and trust score

The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.

Access18 / 30

Can draft things that send or spend, so it sits close to risky actions.

Human approval30 / 30

Waits for a yes on: issuing any refund, sending the reply.

Undo and logs14 / 20

Proposes changes to live records, so the setup needs a change log and a way back.

Scope18 / 20

Runs on its own login across 2 tools. Fewer connections means a smaller blast radius.

How to raise it

  • Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
  • Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
  • Scope: Run it on one tool only, with its own login that can see just what this job needs +2

Do all of these to reach 91, up from 80.

Want help getting there? Get an AI Trust Audit from Pixeldesigns

Reviewed by Trustcase (example setup). How scoring works

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