How to simplify product swap/exchange system for subscription items?

Hello everyone, I have been working on a store recently where the main product is a clothing item offered in multiple styles. Customers can exchange their item style every month or as needed (exchanges their current item).

Currently we are using Recharge subscriptions, customers can swap their subscriptions product for their upcoming order to any of the other styles at any time (since they are all the same price) then send back their current pair and receive the new style.

The issue we are having is, recharge is not really set up to do this, while customers can swap products in the customer portal, the store owner does not get a notification of the swap, return labels are not generated or sent via email, and inventory is not automatically adjusted based on the swap, among other issues. We have created an exchange form to complete after swap to help with some of these problems but have no way of making it required to swap.

Any advice on how to make this swap/exchange system simple for both customers and the store owner would be very helpful! While we would like to stick with recharge or other pre-built apps we are open to all ideas including custom solutions. Thank you very much for your help guys!

Store URL: https://mynicepair.co.uk/pages/rotations-and-returns

Ideally if someone swaps their pair in the recharge customer portal, that would trigger an email with the exchange form enclosed for them to fill out. Or something along those lines.