Stop fraud in expired returns with a timestamp

Behind every return lies a whole reverse logistics process, where e-commerce businesses stake their margins, time and reputation. Whilst it is the buyer’s right, it is also true that in recent years retailers have seen a surge in fraud involving overdue returns, as well as the erosion of ‘wardrobing’ as a common practice.

In a context where every million dollars refunded translates into 1.3 million dollars in total costs according to ACI’s Global E-commerce Report, businesses must turn fraud in expired returns into an opportunity to establish the truth. Whilst many companies struggle with ambiguous claims, leading brands are fortifying their operations to eliminate subjectivity and deception from the process.

Below, we analyse how the Time Stamp acts as a bulwark against expired returns, enabling retailers to regain control.

The impact of fraud on online returns

Globally, returns on online purchases grew by 18% in 2025, reflecting the expansion of e-commerce worldwide. The figures, included in ACI’s annual Global E-commerce Report, whilst demonstrating strong momentum in commerce, are a double-edged sword: on the one hand, a flexible returns policy drives business conversion; however, it can also be the source of millions in losses if the delivery date is tampered with or if an attempt is made to commit fraud in any way.

This type of fraud is most commonly seen in the practice known as ‘wardrobing’: buying a product, making a profit from it, and then returning it within the permitted timeframe. Whilst this is most often seen in the fashion sector, particularly with luxury goods, there are also frequent attempts at fraud involving other items such as tools or electronic equipment.

To try to mitigate the financial consequences that returns fraud can have, there are certain strategies that businesses can adopt. One of these is the Time Stamp.

The Time Stamp as a shield against fraud in expired returns

The time stamp is a cryptographic mechanism used in digital transactions to certify that certain data (date, hour, minute and second) was created at a specific moment. So, what does the timestamp mean in the day-to-day running of any shop? The answer is simple: it means perfect logistical synchronisation. It links the exact moment the carrier delivered an order with the start of the permitted returns period. This ensures fewer operational gaps, refuting any customer seeking a return on the grounds of a late delivery.

Automation of rejections

At an operational level, another advantage of the timestamp is the automation of rejections. If the purchase was made online and a return can be requested by generating an automatic label, the timestamp can block the system responsible for generating it if it detects that the legal return period has expired.

Inalterability and full legal validity

Furthermore, unlike a ‘screenshot’ of the purchase order or receipt showing the return deadlines, which can be easily altered, a document incorporating a timestamp cannot be tampered with, giving it full legal validity in any dispute or incident.

Benefits for the retailer and the customer

Beyond a strategy designed to ensure reliable control of purchases and their corresponding returns, the timestamp is a tool that generates trust and benefits in equal measure for both sides of the equation, retailer and customer:

• Total transparency: By using the timestamp, both parties are aware of this objective mechanism and accept the commitment to its use. The customer knows when their right of withdrawal begins, and the business can be sure that the customer has accepted this, thereby preventing any potential attempts at fraud in expired returns.
• Reduction in customer complaints: As there is irrefutable proof of product delivery, there is a lower likelihood of incidents occurring.
• Cost savings: As the system blocks the generation of return labels for returns that have already expired, the e-commerce business does not have to bear the associated shipping costs.

How to implement this technology in your e-commerce business

You now know how a qualified time stamp can benefit your business. However, bear in mind that switching from a traditional returns model to a protected one requires a well-thought-out strategy. Some of the steps you should bear in mind are:

• Choosing providers: Make sure you choose one that is a Time Stamping Authority (TSA). And if you also want an option that is doubly reliable, we recommend opting for a Qualified Trust Service Provider under the eIDAS Regulation.
• Integration with APIs: The simplest way to adopt this technology is through API integration. Most providers offer options that can be integrated directly into third-party applications.
• Communication in the Terms and Conditions: How to inform your customers that you use this technology to deter fraud from the outset. You must inform your customers of the terms and conditions they are agreeing to when purchasing one of your products. This way, users who attempt ‘wardrobing’ or make a return after the deadline will think twice.

Towards honest and profitable logistics

As fraud techniques in returns and e-commerce become more sophisticated, implementing a Time Stamp can help businesses protect their bottom line, whilst also raising the standard of professionalism in their customer service.

In a market where each return can cost up to 30% of the face value in total costs, inaction is the real loss. At Viafirma, as a Qualified Service Provider, we help companies secure their digital processes, guaranteeing the integrity of every transaction and optimising returns management from the very first moment.

Do you want to transform your logistics into a secure and profitable process? Contact our team of experts and discover how time-stamping and electronic signature solutions can transform your e-commerce business simply and with full legal validity.