## Demo 1: Default Output (Blueprint Report) **Model:** GPT-4o **Business:** DTC skincare brand (Shopify, 120 orders/day) **Process:** Order tracking + customer support (Where is my order? + returns) **Goal:** Save 12 hours/week on support **Input:** - BUSINESS_TYPE: DTC skincare brand (Shopify, 120 orders/day) - CORE_PROCESS: Order tracking + customer support (Where is my order? + returns) - CURRENT_TOOLS: Shopify, Gmail, Google Sheets, Instagram DM - TEAM_SIZE: 3 (founder + 2 support) - AUTOMATION_GOAL: Save 12 hours/week on support **Output:** # Business Automation Blueprint *Business: DTC skincare brand (Shopify, 120 orders/day) | Process: Order tracking + customer support | Tools: Shopify, Gmail, Sheets, Instagram DM | Team: 3 (founder + 2 support) | Goal: Save 12 hours/week on support* ## Executive Summary **Verdict:** AUTOMATE NOW **Confidence:** HIGH Support is 70% repeat WISMO and returns questions resolvable without a human. Automating inquiry triage, tracking replies, and return labels saves 12 hours per week and lets the 2-person support team handle 300 orders per day without hiring. **Key Win:** Save 12 hrs/week and cut first-response time from 6 hours to 4 minutes. --- ## 1. Current State & Friction Map ### How It Works Today 1. Customer emails or DMs Where is my order? 2. Support copies order ID into Shopify to check status 3. Copies tracking link into Gmail reply 4. Logs inquiry manually in Google Sheets 5. Returns require manual label creation in Shopify 6. Founder checks Sheets at night for escalations ### Friction Points | Step | Friction | Time Lost | Error Risk | |---|---|---|---| | 2-3 | Copy-paste Shopify to Gmail | 5 hrs/wk | Wrong tracking link | | 4 | Manual Sheets logging | 3 hrs/wk | Missed rows | | 5 | Return label hand-made | 4 hrs/wk | Delayed replies | | 6 | No digest — founder hunts in Sheets | 2 hrs/wk | Missed VIPs | ### What Not to Automate - Angry or VIP customers — route to human immediately - Fraud or chargeback queries — human review required - Custom shade or allergy questions — human empathy needed ## 2. Automation Architecture ### Workflows Overview | # | Workflow | Trigger | Key Steps | Tool | Hands Off To | |---|---|---|---|---|---| | 1 | Inquiry Triage | New Gmail / Instagram DM | Classify intent, extract order ID | Zapier + AI | Workflow 2 or 4 | | 2 | Tracking Responder | Valid order ID + WISMO intent | Fetch Shopify status, send templated reply | Zapier + Shopify | Workflow 3 | | 3 | Sheets Logger | Any inquiry resolved | Append row with status, tag, time | Zapier | Workflow 5 | | 4 | Returns Handler | Intent = return | Generate Shopify return label, send instructions | Zapier + Shopify | Human if exception | | 5 | Daily Digest | 6pm daily | Summarize volume, escalations, CSAT | Zapier + Slack | Founder | ### Hand-off Flow 1. Triage -> classifies intent and extracts order ID -> 2. Tracking Responder -> replies if WISMO -> 3. Logger -> records -> 4. Returns Handler -> if needed -> 5. Digest -> reports to Slack ### Coordination Rules - AI triage confidence < 80% -> route to human, do not auto-reply - Shopify API down -> queue and retry 3x, then alert Slack #support-down - Return label fails -> escalate to human with order link ## 3. Tool Stack & Integrations ### Recommended Stack | Tool | Role | Why | Cost | |---|---|---|---| | Zapier | Orchestration | Already uses Gmail/Sheets | $29/mo Starter | | Shopify | Source of truth | Already in stack | Existing | | Gmail | Reply channel | Already in stack | Existing | | Google Sheets | Log | Already in stack | Free | | Slack | Alerts/Digest | Free tier | Free | ### Integration Map Gmail/DM -> Zapier (AI triage) -> Shopify (status) -> Gmail (reply) + Sheets (log) -> Slack (digest) ### New Tools Added - Zapier Starter only — no new app to learn. Make is $9 cheaper but Zapier has native Instagram DM trigger the team needs. ## 4. SOPs — Ready to Build ### Workflow 1: Inquiry Triage **Trigger:** New Gmail matching subject contains order / tracking / where OR Instagram DM via Zapier trigger **Steps:** 1. AI step: classify intent as WISMO, return, complaint, other with confidence score 2. Extract order ID via regex #?\d{4,} 3. Route: WISMO/return -> Workflow 2/4, complaint/other -> Slack #human-review **Field Mapping:** Email body -> AI input, Extracted order ID -> Workflow 2 input **Test:** Send test email Where is order #1234 -> verify Slack route and extracted ID ### Workflow 2: Tracking Responder **Trigger:** Order ID found + intent WISMO + confidence >=80% **Steps:** 1. Shopify Find Order by ID 2. Get fulfillment status and tracking URL 3. Send Gmail templated reply: Hi {{name}}, your order {{id}} is {{status}}. Track here: {{url}} 4. Tag Gmail as auto-replied **Field Mapping:** Shopify tracking_url -> Gmail body {{url}} **Test:** Use real order #4321 -> check reply contains correct tracking link ### Workflow 3: Sheets Logger **Trigger:** Any inquiry reaches resolved (auto-replied or human-handled) **Steps:** 1. Append row to Support Log sheet: timestamp, channel, order ID, intent, auto/manual, responder **Field Mapping:** Zapier timestamp -> Column A, Intent -> Column D **Test:** Trigger one WISMO -> verify row appears in Sheets ### Workflow 4: Returns Handler **Trigger:** Intent = return **Steps:** 1. Shopify Create Return, generate label 2. Email return instructions + label PDF 3. Log in Sheets with tag return-initiated **Field Mapping:** Shopify return_label_url -> Gmail attachment **Test:** Request return for test order -> verify label PDF attached ### Workflow 5: Daily Digest **Trigger:** Schedule 6pm Asia/Karachi daily **Steps:** 1. Zapier Digest: count inquiries, auto-resolved, escalated, avg response time from Sheets 2. Post to Slack #support-digest **Test:** Run manually at 6pm -> verify Slack post format ## 5. ROI & Capacity ### Time Saved | Task | Before | After | Saved | |---|---|---|---| | Tracking replies | 5 hrs/wk | 0.5 hrs/wk | 4.5 hrs | | Sheets logging | 3 hrs/wk | 0 hrs/wk | 3 hrs | | Return labels | 4 hrs/wk | 1 hr/wk | 3 hrs | | Follow-ups/checks | 2 hrs/wk | 0.5 hrs/wk | 1.5 hrs | | **Total** | **14 hrs/wk** | **2 hrs/wk** | **12 hrs** | Math: 4.5 + 3 + 3 + 1.5 = 12 hrs saved ### Capacity Uplift Handle 300 orders per day vs 120 today — 2.5x without hiring. Support handles exceptions only. ### Error Reduction Copy-paste errors drop from ~6 per week to ~0. Missed Sheets rows eliminated. Tracking link accuracy 100% via API. ## 6. Implementation Roadmap ### Week 1 — Quick Wins (5 hours) | Task | Owner | Done When | |---|---|---| | Connect Shopify + Gmail + Sheets to Zapier | Founder | Day 1 | | Build Workflow 1 triage + test 10 inquiries | VA | Day 3 | | Create Gmail reply templates (WISMO, return) | Support lead | Day 3 | ### Week 2 — Core Build (7 hours) | Task | Owner | Done When | |---|---|---| | Build Workflows 2, 3, 4 | VA | Day 10 | | Build daily digest | Founder | Day 12 | | Go live at 50% traffic, monitor Slack | Support | Day 14 | ### Day 30 — Polish & Monitor - Add Slack alert if auto-reply fails 3 consecutive times - Review Sheets log every Friday, tune AI triage prompt - Metrics to track: avg first-response time, hrs saved, escalations per day, return label time ## 7. Risk & Fallback ### What Can Break | Risk | Detection | Fallback SOP | |---|---|---| | Shopify API rate limit | Zapier error task history | Pause, retry in 15 min, use Gmail canned response | | AI misclassifies angry customer | Confidence < 80% flag | Route to human immediately, no auto-reply | | Zapier task limit hit | Usage alert at 80% | Upgrade or pause non-critical digest | ### Manual Fallback (If Automation Down) 1. Use Gmail canned responses with tracking link placeholder 2. Log in Sheets manually using backup template tab 3. Post in Slack #support-down and assign human coverage ## 8. Next Actions Checklist - ☐ Connect Shopify + Gmail + Sheets to Zapier - ☐ Build triage workflow and test with 3 real customer emails - ☐ Build tracking responder with templated replies - ☐ Build Sheets logger and returns handler - ☐ Assign owner per task in roadmap - ☐ Test with 10 real records before going live at 100% - ☐ Enable daily digest in Slack ### First Action Tomorrow Connect Shopify and Gmail to Zapier and send one test WISMO email end-to-end to verify tracking link auto-reply.