Refurbed & Linnworks

Option 1 — Mapping page in Linnworks (recommended)

The integration automatically downloads your active Refurbed offers and makes them available on the Mapping page inside the channel integration settings in Linnworks. You can search for offers by SKU or name and link them directly to your Linnworks stock items — no CSV file required.

1. Open Settings → Channel Integration and click the pen icon for the Refurbed integration.
2. Navigate to the Mapping tab.
3. When you open the Mapping tab for the first time, Linnworks needs to download all your offers from Refurbed. Depending on the number of offers, this may take some time. You can track the progress in the sync status field at the top of the page.
4. Once the sync is complete, find the Refurbed offer you want to link and select the matching Linnworks stock item.

Option 2 — CSV Import

You can also create inventory links in bulk by uploading a CSV file using the standard Linnworks stock item linking import. Download the template below and fill in the required columns:

Download CSV Template

• Enabled — Tick to allow communication between Linnworks and Refurbed. When unticked, no information is sent to or received from the channel.
• Test — Used to confirm the supplied API token works correctly, allowing communication between Refurbed and Linnworks.

• Despatch Notes — When enabled, Linnworks will send order items' state to SHIPPED on Refurbed once the order is processed. Tracking numbers and courier information are included. If the shipping carrier name does not exist in Refurbed, Linnworks will return the error: "Cannot find related Courier Slug for {Shipper Vendor name}." You can change your service name in Linnworks to match one of the AfterShip services via Integration → Postal Services. See Courier Mapping for Despatch for full details on how courier slugs and tracking URLs are resolved.
• Cancellation Notes — When enabled, cancelling an order in Linnworks will send the items' state to CANCELLED on Refurbed. Partial cancellations are supported — to partially cancel an order, split the order in Linnworks, then cancel the split order containing the items that should be closed.
• Refund Notes — When enabled, refunding an order item in Linnworks will process the refund on Refurbed. The refund amount is calculated considering the exchange rate between presentment and settlement currencies.
• Order sync date — The date and time when Linnworks last synchronized orders with Refurbed.

• Update Inventory — When enabled, Linnworks will send stock quantity updates to Refurbed offers.
• Max Listed — Specifies the maximum level of available stock that is submitted to the channel.
• Stock Percentage — Specifies the percentage of available stock that is submitted to the channel.
• End When — Enables to force the listing to end when the stock level gets to the specified amount as opposed to the default value of zero.

• Update Prices — When enabled, Linnworks will send price updates to Refurbed offers. The reference price is sent in the currency configured under Reference Currency in settings (defaults to EUR). Items must be linked for the channel and contain a Channel Reference ID that matches the Linnworks SKU.

• API Token — Your Refurbed API access token.
• Use Presentment Currency — Use the customer-facing currency instead of the settlement currency for orders.
• Merge Address Fields — Combine street name and house number into a single Address 1 field.
• Generate Invoice — Generate and upload invoice PDF to Refurbed during despatch.
• Invoice template name (EU) — The Linnworks template used to generate invoices for EU orders.
• Invoice template name (Non-EU) — The Linnworks template used to generate commercial invoices for Non-EU orders, e.g. Switzerland. Leave blank if not applicable. See Commercial Invoice Numbers for details on the invoice number format.
• Reference Currency — Currency code used for the reference price during price updates. Defaults to EUR. Change only if your Refurbed account operates in a different currency.
• Send Min Price Updates — Update minimum reference prices during price changes (requires refurbed_Minprice extended property).
• Send Market Price Updates — Update regional/market prices during price changes (requires {CC}_{CUR} extended properties).
• Upload Serial Number During Despatch — Send item serial numbers to Refurbed during despatch.
• Enable Returns — Enable automatic RMA booking creation from Refurbed returns.
• Auto-action Returns — Automatically action RMA bookings and create refunds when the return is DELIVERED.

How it works

1. When an order is downloaded from Refurbed, the integration checks whether the order items have different shipping profile IDs.
2. If they do, the order is split into multiple Linnworks orders.
3. Each Linnworks order reference is formatted as {RefurbedOrderId}_{SplitIndex} — e.g. 12345_0, 12345_1.
4. The PostalServiceName on each Linnworks order is set to the shipping profile ID.

Key details

• The invoice PDF is generated using the Linnworks API and the template selected during setup.
• Maximum invoice file size: 2 MB. If the generated PDF exceeds this limit, the upload will fail.
• If an invoice has already been uploaded for the order, it will not be re-uploaded.
• Invoice upload is not supported for merged orders (orders with MERGED reference).
• If the invoice upload fails during despatch, the despatch itself will still proceed — the failed invoice will be logged and can be retried later.
• Split orders: If an order was split during order download, the invoice will be generated when the last part of the order is processed. In this case, a separate invoice is generated for each split order, and then they are combined into one PDF and sent to Refurbed.

Routing logic

• During despatch, the integration checks the shipping country of the Refurbed order.
• If the country is non-EU (currently: Switzerland), the Non-EU template is used and the PDF is sent as a commercial invoice.
• For all other countries, the EU template is used and the PDF is sent as a standard invoice.
• Each route is enabled independently — you can configure only the EU template, only the Non-EU template, or both.

Default invoice number format

The invoice number is built from two identifiers:

How the invoice number is stored

After the commercial invoice is successfully sent to Refurbed, the integration automatically saves the invoice number as a Linnworks Extended Property on the order:

Customising the invoice number

You have full control over the invoice number for any order. To use a custom value, simply set the COMMERCIAL_INVOICE_NUMBER extended property on the Linnworks order before despatch:

1. Open the order in Linnworks.
2. Go to Extended Properties and add (or edit) the property named COMMERCIAL_INVOICE_NUMBER.
3. Enter your desired invoice number as the value.
4. Despatch the order — the integration will use your value as the invoice number instead of generating one automatically.

Displaying the invoice number in your Linnworks template

To include the commercial invoice number in the PDF generated by your Linnworks template, use the following expression:

Invoice Number: INV-[{nOrderId}]-[{ExternalReference}]

• [{nOrderId}] — resolves to the numeric Linnworks order ID
• [{ExternalReference}] — resolves to the Refurbed order reference

How returns work

1. The worker fetches all active returns from Refurbed (excluding EXPIRED and CANCELLED returns).
2. For each return, the worker finds the corresponding order in Linnworks (searching up to 20 split indices).
3. If no RMA booking exists, a new one is created in Linnworks with the return details.
4. If an RMA booking already exists, its status is updated to match the Refurbed return state.
5. Refurbed return states are mapped to Linnworks PostSale statuses:
   • INITIATED, IN_TRANSIT → OPEN
   • DELIVERED → PROCESSED
6. All status updates and return details are recorded in the Reason field of the RMA booking in Linnworks, providing a full picture of return state changes.

Extended Property Reference

How courier mapping works

• The integration uses the Linnworks order's Postal Service Name or Vendor to find a matching Refurbed courier slug.
• If a matching courier is found, the tracking number and courier slug are sent to Refurbed.
• If no matching courier is found and a tracking URL is available, the tracking URL is sent instead.
• If neither a courier match nor a tracking URL is available, the despatch may fail.

How it works

• Linnworks has a single identifier field per order item — Serial Number (visible in Additional Info). There is no separate IMEI field.
• Depending on the product, this field may contain either a serial number or an IMEI — both are stored in the same place.
• The value can be entered manually by the operator or automatically when the item is scanned during picking/despatch in Linnworks.
• The integration automatically determines the correct identifier type to send to Refurbed based on the value:
  • IMEI — used when the value is numeric and 14–16 digits long (standard IMEI format).
  • Serial Number — used for all other values (alphanumeric, different length, etc.).
• Once despatched, the identifier is submitted to Refurbed and displayed on the order item.