Job store-wismo-reply-drafts-with-stale-data-check · revised 12 October 2026
Draft "where is my order" replies from order facts, with a check that stops stale ones
Eight templates (four replies, four hand-over notes), filled from named order and tracking fields, with a rule that sends any draft whose value differs from the live order to a person.
You might be seeing
- You answer the same tracking question many times a week
- A reply quoted a status that had already changed
No passwords, keys, card details or admin invites needed to start.
What usually happened
Tracking replies are repetitive, so they are easy to automate and easy to get wrong. A draft built from stale data tells a customer the parcel is in transit when it has been delivered, or promises a date the carrier never gave. Cases such as delivered-but-missing and split shipments need a person, not a template.
Who it’s for: Owner of a small online store who answers tracking emails by hand and finds big helpdesk tools too much for their volume.
Usually starts when: Tracking questions take a large part of your inbox time, and a reply built from old tracking data once told a customer the wrong thing.
The result: You get eight templates (four replies, four hand-over notes), a map of the order and tracking fields each one uses, and a pre-send check that sends any draft with a mismatched value to a person. It is proved on 30 anonymised orders you send, 8 of them traps you plant.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The state table
- Eight templates: four customer replies and four hand-over notes
- The field map
- Pre-send check steps
- The 30-record test file, key and results
Included
- Eight delivery states: label created, in transit, out for delivery, delivered, delivered-not-received, stuck over a stated number of days, returned to sender, address change asked
- One reply template per state, filled from named order and tracking fields; for the four states that need a person, the template is a hand-over note to you, not a customer reply
- A pre-send check: any value in the draft that differs from the live order sends the draft to a person
- A 30-record test file built from order rows you send with names and addresses removed; you plant the 8 traps and keep 10 records sealed from us until the test run
Not included
- Sending any reply, or connecting to your store or carrier
- Refunds, cancellations or reshipping decisions
- Promising a delivery date the carrier has not given
- Chasing carriers or filing carrier claims
- Live tracking pages or apps
- Real customer or address data
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Of 30 anonymised order-and-tracking records, 8 are traps you plant (stale status, missing tracking number, split shipment, partial delivery, wrong carrier, delivered-but-missing, pre-order, out of stock). All 8 traps go to a person; 8 of 8 is a smoke test, at least 68% with 95% confidence.
Evidence: The results table, with 10 records chosen by you and held back from us.
All 22 non-trap drafts quote the correct status and date from the record (22 of 22, a true rate of at least 87% with 95% confidence).
Evidence: The drafts next to the records.
No draft promises a delivery date the carrier has not given; one such draft fails the whole test.
Evidence: The drafts, with every date marked against its record.
The pre-send check flags a planted mismatch between a draft value and the live value in 5 of 5 repeat runs.
Evidence: The run table.
Sign-off. You re-run the acceptance checks with the steps we hand over, read the results and sign off in writing. Payment follows sign-off.
If it fails. If an agreed check fails, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote; no surprise work.
When it fits, and when we stop
It fits when
- Your orders carry tracking numbers
- You can supply 30 anonymised order rows (id, status, carrier, dates; no names or addresses), 10 of them kept sealed until the test run
- A named person sends every reply and checks the value before sending
- You can send sample carrier event wording
We stop and tell you if
- The plan is to send replies automatically with no person checking
- The plan includes automatic refunds or cancellations
- Carrier status is not available to you in any export or screen
- The anonymised rows still contain customer names or addresses
What could go wrong
The job works on copies of files you send and returns files and a report. Nothing in your store or helpdesk is changed by us, so there is nothing to undo. Our copies of your files are deleted when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A draft states a status or date that is out of date. | The pre-send check compares each value with the live order; any difference sends the draft to a person. |
| A delivered-but-missing case is answered with a template and later becomes a dispute. | Delivered-not-received is a hand-over state, and the test checks it goes to a person. |
| The wording promises something the shop does not offer. | Templates use only fields and phrases you approve; no template promises a date the carrier has not given. |
A separate automated reviewer checks the work and the test results before hand-over. Your named person sends every reply and runs the pre-send check. No human supervisor from us is included unless your agreement names one, and at launch the work is largely automated.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the delivery states, the field map and the stuck-days rule
- Receive 20 anonymised order rows and carrier wording; 10 rows stay sealed
- Write one template per state, filled only from named fields
- Write the pre-send check; you plant 8 traps in the test file
- Run the test, have a separate automated reviewer check it, and hand over
This is a one-off job, not emergency cover or a subscription. We confirm eligibility, price, start window and delivery date in writing before you accept, and work starts only after the agreed inputs are in place. An enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly re-test of the templates, or a weekly list of stuck and lost orders.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Use your carrier's or store's own tracking page and link customers to it.
- Save your best eight replies as quick replies in your inbox.
Questions
Will it send emails for me?
No. It drafts. A person sends every reply.
What about "delivered but I never got it"?
That state goes to a person. It can become a dispute, so its template is a hand-over note to you, not a customer reply.
Does it connect to my store?
No. It works from anonymised rows you send. You apply the templates in your own inbox or helpdesk.
Does a pass mean it will be right next month?
No. A pass describes items like the test sample on the day of the test. It is not a promise about future items, and it does not replace your own checking.
Send an enquiry
Send us
- Which carriers you use and how tracking is stored on the order
- Roughly how many tracking emails you answer a week
- The delivery states you see most
- No customer data
Later, once you agree
- 20 anonymised order rows through an agreed secure route now; 10 more stay sealed until the test run
- The 8 traps, planted by you in the 30 rows, and 10 records kept sealed until the test run
- Sample carrier event wording for each state
- Your current reply wording, if any
- The name of the person who sends the replies
You keep your store, your helpdesk and every login. We work on the files you send through a secure route agreed after you say yes, and hand back files and a report. We never ask for store or helpdesk logins, and nothing goes live until your named person applies it.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “store-wismo-reply-drafts-with-stale-data-check” as the subject.