An established supplement brand signed up for the Amazon Fulfillment by Amazon Program and contacted BellaVix to further expand their presence on the platform.
Operating at high volume on Amazon FBA, they relied on frequent shipments and internal warehouse transfers to maintain Prime eligibility across the United States.
Managing the logistics of shipping hundreds of units daily is a challenging and time-consuming task. It requires expertise to keep everything in check.
High-volume shipping also increases the risk of inventory being lost within Amazon’s supply chain.
Missing units
Upon onboarding with our team, the client flagged a major historical discrepancy: 400 units had vanished within the FBA network prior to our partnership.
The client had considered those units as completely lost and had moved on toward recovery and other strategies for growth.
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The missing units created a massive financial burden.
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The brand was carrying the manufacturing and shipping costs for what seemed like 400 unsellable units or more, and Amazon’s automated responses had failed to identify where the units were lost.
- The issue raised concern within our team, and we decided to investigate further to see if there was anything to be done about it.
Escalating through Amazon Seller Support
Our team performed a full audit of the brand's Inventory Ledger.
- We manually cross-referenced every unit received against every unit sold or disposed of.
- We isolated the specific FC transfer IDs where a deficit occurred.
- The Inventory Ledger Report showed that the problem originated during internal Fulfillment Center (FC) transfers. Data showed inventory was marked "out" from one facility but never marked as "in" at the destination.
Our audit revealed the loss was actually worse than the client suspected: 445 units were missing, from which 402 could be directly attributed to Amazon's FC transfers.
With the new evidence at hand, the BellaVix Team reached out to Amazon Seller support:
Five months of pushback
We initiated the case on October 21, 2025. Amazon’s initial response was an automated denial, claiming the "missing" units had already been found and added back to inventory.
Our team immediately countered this by proving the inventory ledger report showed no transfer.
A Breakthrough
By providing a day-by-day breakdown of the deficit, we forced a manual review.
This led to the first major success: an approval for the reimbursement of 271 units.
While a significant win, we refused to close the case, knowing 174 units remained unaccounted for.
Amazon began issuing reimbursements in small batches. Sometimes for only one or two units at a time.
This is a common tactic that leads many brands to abandon cases out of frustration.
Our team continued to submit evidence for the remaining units with persistent follow-ups.
Reimbursement of 90% of Units
By December, we had reimbursed a total of 346 units:
At this stage, Amazon claimed in January that the final 99 units were "found" at a downstream facility. Despite our ledger analysis showing no record of these units appearing in sellable inventory, the platform reached a final denial.
While Amazon's refusal to acknowledge the final 99 units is an injustice, the recovery was an operational success, given the time that had passed since the issues happened.
Overview:
- 90% recovery of the initial 420-unit claim.
- 346 total units reimbursed, restoring significant liquidity to the brand.
Final Thoughts
Amazon's reimbursement process is designed to wear sellers down. Automated denials, incremental payouts, and vague statuses are features that push brands to walk away from money they are owed. Most do.
What made the difference here was not luck or a single escalation. It was the willingness to build a data-backed case and reopen it every time Amazon pushed back.
The Inventory Ledger audit gave the team a source of data that automated systems could not simply skip. And it forced a human review. The team's refusal to close the case after the first approval is what turned a partial win into a 90% recovery.
Five months is a long time to maintain a claim. But the alternative would have left the brand absorbing the full cost of inventory Amazon was responsible for. That is not a sustainable position for any FBA seller operating at volume.
The 99 units Amazon refused to acknowledge at the end are a reminder that the system will not always give you everything you are owed. But the 346 units recovered changes the financial picture in the end.
Ready to recover what's yours?
Most FBA brands have reimbursement gaps they do not know about. Inventory lost during FC transfers, miscounted shipments, and automated denials that went unchallenged.
If you have had units go missing, received a denial you did not have the bandwidth to fight, or simply never had someone audit your Inventory Ledger properly, there is a good chance there's money is sitting on the table.
By filling out the form below, you are taking the first step toward understanding exactly where your inventory stands and what Amazon may owe you.
We will review your account, identify any discrepancies, and give you a clear picture of what a reimbursement case could look like for your brand. No pressure. No generic advice. Just an honest assessment of what is recoverable and how to get there.
Connect with one of our experts today to learn how we can help you achieve dominance on Amazon and Walmart.
If you have additional questions or want us to help you on your Amazon journey, don’t hesitate to contact the BellaVix Team.
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