Orders on Autopilot

The Situation

• Orders arrived across three separate channels — Shopify, a custom website, and direct email — with no unified pipeline. Processing meant downloading each batch, manually entering data into the inventory system, matching to fulfillment, and chasing tracking updates by hand. Two people spent 2-3 hours each, every day.
• With that volume of manual touchpoints, errors were inevitable: wrong items picked, duplicate orders, missed customer communications. The error rate sat at 3-5%.
• Those errors had a real cost — returns processing, replacement shipments, and customer complaints were quietly eating into margins and damaging trust with every order cycle.

The Solution

• We built an agentic workflow that monitors all three order channels continuously, auto-ingests new orders, validates them against inventory, and sends fulfillment instructions to the partner — no human in the loop for standard orders.
• Shopify, the custom site API, the inventory system, the fulfillment partner, and the customer email system are all connected. Tracking updates fire automatically at key milestones: order confirmed, dispatched, out for delivery.
• The team only sees exceptions — out-of-stock items or unusual orders that need a human call. A daily dashboard shows orders processed, exceptions flagged, and fulfillment status at a glance.

The Results

• Processing time per order: 5 minutes → 30 seconds (10x faster)
• Error rate: 3-5% → below 0.5% — rework and returns near-eliminated
• Cost saving: ~$15,000–$20,000/month — two FTE worth of order admin freed for higher-value work
• Margin improvement: ~1-2% recovered from fewer error-driven returns
• Scalability: The system now handles 2x the previous order volume without additional headcount