Answering 'where is it?' questions from your own records
When a customer asks about the status of an order, job, repair or application, SI looks it up in your system and drafts an accurate reply.
The problem
A large share of incoming messages are some version of 'where is my thing?'. Answering each one means opening another system, finding the record and writing the same kind of message again.
What SI does
SI recognizes status questions, finds the matching record by name, number, address or email, and reads the current state: shipped and tracking number, technician scheduled, part on order, waiting on the customer. It drafts a reply in your tone with the real details, and flags cases where the record looks stuck or contradicts what the customer was told.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Appliance repair shop
A customer emails asking about their dishwasher; SI finds the ticket, sees the part is on backorder with an expected date, and drafts a reply with that date and an offer to call.
- Custom cabinet maker
A homeowner asks when installation will happen; SI checks the production board, sees the doors are in finishing, and drafts a reply with the current stage and the scheduled install week.
- Online store
A 'where is my order' email is matched to the order, tracking shows it stalled for five days, and the draft apologizes and offers a replacement option for the owner to approve.
What it takes to set up
Read access to the system that holds status (order system, job management tool, repair log or a shared sheet) and to the inbox or helpdesk. A few example replies and the rules for when a delay should go to a person. Setup is often several days.
What a human still checks
- A person approves each reply until the drafts are consistently right, and can keep approving after that.
- Anything that looks stuck or overdue goes to a person with the record attached.
- SI does not promise dates that are not in the record.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
For each message in [inbox/queue] asking about the status of [an order/job/repair], find the matching record in [system or file] using [order number, name, email or address]. Draft a reply that states the current status and next step using only what is in the record. Flag any record with no update in [5] days. Use this tone: [example reply]. Pause and show me before sending, submitting, posting or changing anything.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.