Every device return, from an employee's desk to recovered dollars.
A guided tour of the platform through five stakeholders — the employee returning a laptop, their employer company admin, the ITAD warehouse technician, the ITAD Administrator running it, and the Packaging Provider.
Use ← → or click the arrows to move through the deck.
How it's organized
One platform, five seats — under your brand
Airfill Returns resellers have their own branded portal they can reskin for multiple tenants — End User clients, or reseller and other partners.
Airfill Reseller or ITAD partners can run all aspects of the program, or choose one of our contracted ITAD partners to handle the back-end processing.
The rest of this deck walks each seat in order — the same order a real device travels.
Journey 1 of 4
The employee
Pat has a company laptop to send back. Pat has never heard of "ITAD" and never needs to.
Sign in
A portal that looks like your Partner or Reseller, not like us
Seen by everyone — first impression of the program
- Fully white-labeled — your Partner or Reseller's logo, name, and colors. Airfill Returns stays in the footer.
- Email + password, or sign in with Google for warehouse staff.
- Company admins invite employees — no self-signup to police.
YOUR CO. ASSET RETURN · powered by Airfill Returns
My returns
Every device, one glance
Seen by Pat — the home page after sign-in
- All of Pat's returns with live status — no "where's my box?" emails.
- Plain-language statuses: kit shipped, in transit, received, processing.
- One button to start a new return.
| Ref | Device | Status | Started |
|---|---|---|---|
| GB-2026-5482 | MacBook Pro 14″ | Kit shipped | 2 days ago |
| GB-2026-6017 | Dell Latitude 5440 | In transit | 6 days ago |
| GB-2026-5931 | ThinkPad X1 Carbon | Received | 9 days ago |
| GB-2026-7204 | EliteDesk 800 ×2 | Processing | 12 days ago |
| GB-2026-5566 | EliteBook 840 G10 | Complete | 15 days ago |
Start a return
Two minutes, one form
Seen by Pat
- Device type, make/model, size — that's the whole ask.
- Instant value estimate appears as Pat types, so returning feels worth doing.
- Ship-to address is validated on submit — bad addresses never reach the carrier.
The moment Pat clicks submit
Four systems fire — Pat sees a confirmation
Happens automatically, in seconds
- Address verified, then two FedEx labels issued — one to send the kit out, one prepaid for the device coming back.
- A packaging kit order is placed with the fulfillment warehouse (Airfill) — the right-sized box for a 14″ laptop, labels included.
- Same-day shipping — kit orders placed by 3PM ET ship the same day.
- If any step fails, everything before it is automatically undone. No orphaned labels, no stray kit orders.
Return detail
The box arrives. Pat packs. The page keeps up.
Seen by Pat — one page per return
- Kit lands with the return label already inside — pack, stick, drop off.
- FedEx scans drive the timeline automatically — no status is typed by a human.
- After the wipe, the Certificate of Data Destruction appears right here as a PDF after processing by the ITAD — typically within 1–2 weeks of package pickup.
Journey 2 of 4
The company admin
Alex runs IT asset returns for all of Vertex Manufacturing — 6 sites, hundreds of devices a year — and answers to a CFO.
Company console
Every employee's return, one ledger
Seen by Alex — the company-wide view
- All returns across the company — filterable by employee, status, device.
- Recovery dollars roll up — what came back, what it was worth.
- Whole fleets? Bulk import for pickups — a CSV upload creates hundreds of returns at once.
- Custom integration available with corporate IT asset-management systems like ServiceNow.
- One-click CSV export for finance. Team management: invite employees, deactivate leavers, reset passwords.
| Employee | Device | Status | Net |
|---|---|---|---|
| Pat Rowan | EliteBook 840 G10 | Complete | $244.00 |
| Drew Castillo | UltraSharp 27″ ×2 | Complete | $18.00 |
| Drew Castillo | Latitude 5440 | In transit | — |
| Pat Rowan | ThinkPad X1 Carbon | Received | — |
Journey 3 of 4
ITAD Processing
Pat's laptop just landed at the ITAD — from here, every touch is scanned, timed, and recorded. Chain of custody, to R2v3 standards.
Processing station
Scan the box, follow the checklist
Seen by the technician — built for a scanner, not a mouse
- Scan the return label → the order auto-populates.
- Guided intake: serial capture, part-number match against the catalog, accessories logged, a traveler document for the device.
- Every step stamps who, where, when — the audit trail builds itself.
Audit · wipe · test
Certified data destruction, wired in
Captured automatically from the sanitization tools
- Wipe results and the Data Destruction certificate flow in from the sanitization tools automatically — matched to the right unit by serial number. The platform supports integrations from most leading vendors like Certus, Blackbelt 360, and others coming soon.
- Specs, storage & battery health, and component tests land on the order in the same pass.
- A manual capture path (tech attests + uploads the certificate) covers units that won't boot.
- A failed wipe quarantines the unit — drives are pulled, shredded individually, and receive their certificate of destruction for the physical destruction.
| Data destruction | PASS · Purge | NIST 800-88 |
| Certificate | certificate-of-destruction.pdf attached | |
| Storage health | Good | 512 GB NVMe |
| Battery | Fair | 142 cycles |
| Component tests | CPU · RAM · Storage | 3 / 3 pass |
Grade → settle
From condition to dollars, itemized
Seen by the technician, confirmed per unit
- Along with the integrated testing software output, screen grade (A–D) recorded with specific defects.
- Optional: market value is computed live from the device's real specs and grade — then the fee schedule applies line by line.
- Fees come from contracted rates — every unit shows its math.
Journey 4 of 4
The ITAD admin view
Morgan runs YOUR CO.'s program: watching every order, every exception, and every dollar — and closing the books with you every two weeks.
Admin panel
Oversight without hovering
Seen by Morgan — the back office
- Every order across every client company — searchable, filterable, drill-down to the full unit record.
- Recovery dollars at a glance — value, fees, and net per order.
- Quarantined and exception units surface immediately, with reasons.
- Bulk uploads, disposition events, and the complete audit trail per unit.
| Ref | Company | Status | Net |
|---|---|---|---|
| GB-2026-5566 | Vertex Mfg | Complete | $244.00 |
| GB-2026-8113 | Vertex Mfg | Quarantine · wipe fail | −$19.00 |
| GB-2026-7204 | Vertex Mfg | Processing | — |
Bi-weekly reconciliation
The books close themselves
Runs every other Monday, automatically
- Every settled order in the period sweeps into a reconciliation run.
- Two files per client, ready for import: a financials CSV (the invoice — every fee line and net) and an inventory CSV (serials, grades, wipe results, certificates).
- The settlement CSV and inventory CSV include all your costs to generate invoicing to your end user — or ask about integration via our API for settlement automation.
- Orders are stamped as reported — nothing invoices twice, nothing slips through.
| Period | Orders | Net | Files |
|---|---|---|---|
| Jul 1 – Jul 14 | 5 | $1,208.00 | financials.csv inventory.csv |
| Jun 17 – Jun 30 | 8 | $1,946.00 | financials.csv inventory.csv |
| Jun 3 – Jun 16 | 6 | $1,412.00 | financials.csv inventory.csv |
The close
Same platform. Your name on the door.
Everything in this deck re-brands per reseller or ITAD partner from configuration — logo, program name, colors, fee schedule. No custom build, no second codebase.
The generic ACME demo tenant is live end-to-end — and every skin here is configuration, not code.
Try it yourself
Demo logins
The generic ACME demo tenant is live on the demo environment. Password for every account: demo1234
| Login | Seat | What to look at |
|---|---|---|
| pat@acme-demo.test | Employee | Submit a return, watch the timeline |
| admin@acme-demo.test | Company admin | Console, recovery totals, CSV export |
| tech@acme-demo.test | Technician | Floor stations, wipe & settlement |
| ops@acme-demo.test | ITAD admin | Admin panel, reconciliation runs |
ACME tenant: acme.getback-dev.circmo.com
Let's scope your program.
Reach out to Airfill to develop your custom Scope of Work and implementation plan today. Many clients enjoy free setup and integration fees with an annual contract.