AIstap

Use case · Wholesale · Manufacturing

A complaint should not sit in one person's mailbox.

A complaint or return arrives by email, often with a photo, and stays with one colleague. The automation prepares the report on the right order and proposes who handles it; your customer service decides on the solution.

Show us your process See the difference

Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT

How the work runs

  • Email
  • Photo
  • Attachment

AIstap

the automation

  • Reads
  • Validates
  • Prepares

Your order systemFICTIONAL EXAMPLE

Complaint · customer 10731For review

Report
2 boxes damaged
Photo
1 attachment
Handled by
Warehouse
Order
5824158214 or 58241?

In doubt? To your team first.

The customer names order 58214, but the items are on order 58241. Your customer service decides.

Sound familiar?

  • Complaint stays with one colleague

    The complaint is in one colleague's mailbox, and that colleague is not in today.

  • Your customer calls again

    Your customer calls again. The complaint is not on any order, so nobody knows what was agreed.

  • Return box without a note

    A return box is standing in the warehouse and nobody knows which order it belongs to.

Today. And with AIstap.

Today

4 steps by hand

  1. Emailed complaint
  2. Forward to colleague
  3. Look up order
  4. Call customer back
  5. Wait for answer

With AIstap

1 step for your team

  1. Emailed complaint
  2. The automation reads
  3. Looks up the order
  4. Your customer service decidesyour team
  5. Complaint recorded as final

Possible impact

  • Less chance of a forgotten complaint
  • A clearer view of open complaints
  • Less searching for the right order

Possible impact, not a promise: what it brings depends on your process.

What AIstap can build.

An example. What we build for you is agreed upfront.

  • Mailbox connection

    Where complaints and returns arrive.

    A connection to the mailbox where complaints and returns arrive.

  • Reading the complaint

    Customer, order, item and what is wrong.

    Reading the email (customer, order, item, what is wrong); the photo goes with it.

  • Finding the order

    Order number does not fit? To your team first.

    Finding the order; if the customer's order number does not fit, your customer service decides.

  • Handler and deadline

    A proposal: who handles the complaint, and by when.

    A proposal for the handler and the deadline; your customer service decides.

Checked by your team.

The automation prepares. Your people approve and decide when something is unclear.

The automation

Your customer service

  1. DetectThe automation sees what arrives.
  2. PrepareReading, checking and getting it ready.
  3. ApproveSomeone on your team approves, or decides when in doubt.
  4. ExecuteAfter approval it is final in your system.
  5. Follow upWhatever is open stays in view.

Your team stays in control.

  • Try it yourself

    Complaint · customer 10731For review

    Order58214 or 58241?

    58214 or 58241?

    Customer service decides when in doubt

    If the customer's order number does not fit the items, your customer service sees the complaint first. The automation does not guess.

  • The automation

    • Reads
    • Validates
    • Prepares

    Your team

    • Choosing solutions
    • Calling customers
    • Approving credits

    The solution stays with people

    What you offer the customer is decided by your team. In this set-up the automation chooses no solution and calls no one.

  • Promises stay with your team

    Any reply or promise to your customer is sent by your team. In this set-up the automation makes no promise.

In the systems you already have.

Which connection is possible is something we look at in the free analysis.

The complaint arrives in your own mailbox and is prepared on the order in your order system. Whether and how your systems can be connected is something we look at in the free analysis.

  • Mailbox (In this example)
  • Order system (In this example)
  • Planning software
  • Spreadsheet
  • Accounting
  • Customer portal

In this example

What it costs to start.

From complaint to order: one process, two systems. The size of a pilot.

  1. STEP 0

    Free analysis

    €0

    You show us one process.

    • 30 minutes online
    • A one-page summary
    • Free, no obligation
  2. STEP 1 Recommended first step

    Pilot

    from€2,450

    One working automation.

    • Max. 2 systems
    • 1 to 2 weeks
    • Fixed price, upfront
  3. ONGOING · AFTER A PILOT

    Monthly package

    from€295/month

    We keep it running.

    • Hosting and monitoring
    • Fixes and AI costs
    • Cancel any month

Prices excl. VAT

All prices and steps

Questions about this use case.

Does the automation reply to the customer itself?

No. In this set-up the complaint is prepared. What you offer the customer, and when, is decided and sent by your team.

We keep our complaints in a spreadsheet today. Can that stay?

We look at that in the free analysis. We check whether the report can land in your spreadsheet, or on the order in your order system.

And complaints that come in by phone?

This example is about complaints by email. Whether a short note of a phone call can follow the same route is something we look at in the free analysis.

More use cases.

Email from your supplier to Your order system

Stop searching for the certificate of a delivery.

Certificate prepared with the delivery. Your quality officer approves.

Manufacturing Wholesale

ERP: the system that holds your orders, stock and invoices.

See all use cases

Step 0 · free

Show us your process.

  1. We call or emailTo schedule a time
  2. You show us30 minutes online
  3. You get a summaryOne page

Free, no obligation

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