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Customer case studyE-commerce • Books and gift cards

BoekenBladKado automates customer service while retaining its brand voice

NexReply recognises incoming emails, matches them with approved instructions and enriches responses with order and shipping data, consistently with the brand, in every language.

BoekenBladKado.nl

Our customers receive faster, more consistent replies, and the team has time left for exceptions.

Carlijn van Engelenburg Carlijn van EngelenburgOperations Manager, BoekenBladKado.nl
85%

Automated

Of incoming support tickets processed fully independently

1-3 min

Response time

Independent handling of emails about gift cards and Track & Trace

16 hours

Time saved per week

Less manual lookup work in Intersolve and Centraal Boekhuis

About the customer

About BoekenBladKado.nl

BoekenBladKado.nl is a fast-growing Dutch e-commerce specialist in books, gift cards and magazine subscriptions. With a strong focus on quality and customer experience, it serves hundreds of consumers at home and abroad every day. Rapid growth in order numbers also caused pressure on customer service to increase exponentially.

About BoekenBladKado.nl

The problem

The challenge: Repetitive questions and fragmented context

Before NexReply, answering many emails took unnecessary time. Employees had to look up order information manually and then formulate an appropriate response.

Most common email scenarios

  • What is the value or validity of my gift voucher?
  • My book is damaged. Can I exchange it?
  • Where is my order?
  • Track & Trace and delivery status
  • Can I return or exchange an item?
  • Delivery of the first magazine
  • Questions about the start date

Support workload calculation

Manually looking up information in Intersolve and Centraal Boekhuis took the team a lot of time.

  • Constant interruptions for the team
  • Longer response times: 24–48 hours at weekends
  • A growing need to hire additional staff
400+Support emails per month

The decision

Why NexReply instead of a standard AI chatbot?

Staff had to look up gift card values, validity and status updates manually. This caused peaks in the workload.

Before

  • 8 hours of manual inbox work per week
  • 12–48-hour response time, including weekends
  • Risk of higher staffing costs
  • No real-time connection to warehouse status

With NexReply

  • 85% of tickets handled automatically
  • 16 hours saved per week
  • No additional staff needed as the business grows
  • Custom API, Intersolve and Centraal Boekhuis

Non-negotiable requirements:

  • Save 16 hours per week on manual lookup work.
  • Consistent replies based on gift card, order and shipping data.
  • Custom API, Intersolve and Centraal Boekhuis connected.
  • Preserve the brand's voice in every customer reply.

The approach

The solution: NexReply as an intelligent automation layer

BoekenBladKado implemented NexReply as the central engine behind its support inbox. Incoming messages are classified within seconds. When the required data is available and the question falls within the predefined business rules, NexReply immediately prepares and sends an accurate reply.

Configured automations

Order on hold

Immediately informs customers about payment or address checks.

Backorder communications

Provides accurate updates on expected delivery times.

Return procedure

Automatically sends the correct return label.

Delayed delivery

Retrieves the live status and proactively updates the customer.

Stock and restock enquiries

Matches questions with current restocking dates.

Responses are based on:

Tone of voice

Clear, helpful and appropriate for BoekenBladKado.nl.

Business rules

Replies based on approved instructions and current data.

Live context & data

Gift card, order and shipping data from Intersolve, Custom API and Centraal Boekhuis.

Operational process flow

6 steps from incoming email to resolution

  1. Email arrives

    The customer emails support@boekenbladkado.nl

  2. Question type identified

    NexReply analyses the exact intent

  3. Current data retrieved

    Gift card, order and shipping data

  4. Rules checked

    Business rules and templates checked

  5. Reply prepared

    Written accurately in the brand's tone of voice

  6. Sent or escalated

    • ✓ Sent automatically
    • ↗ Sent to a team member

Technology

API integrations with Intersolve and Centraal Boekhuis

NexReply enriches replies with order and shipping data from Custom API, Intersolve and Centraal Boekhuis.

  1. Custom API

    • Order data
    • Customer information
    • Order status
  2. NexReply

    • AI Engine
  3. Intersolve

    • Gift card details
    • Value
    • Validity

PostNL Shipping Integration

Gift card and book order data directly available.

Our customers receive faster, more consistent replies, and the team has time left for exceptions.

Carlijn van Engelenburg Carlijn van EngelenburgOperations Manager, BoekenBladKado.nl

Custom API

  • Order details
  • Customer information
  • Product details
  • Order status

Centraal Boekhuis

  • Stock
  • Backorders
  • Shipping and tracking
  • Delays and backorders

Onboarding

Implementation: controlled and personal

BoekenBladKado implemented NexReply as the first layer of its email customer service. Incoming emails are automatically identified, matched to approved instructions and enriched with relevant context, such as order and shipping information. Where possible, NexReply handles emails automatically. Exceptions remain fully controlled through review and logging.

Onboarding Review

Our customers receive faster, more consistent replies, and the team has time left for exceptions.

Carlijn van Engelenburg Carlijn van EngelenburgOperations Manager, BoekenBladKado.nl

Even with an initial review stage, time savings were immediate.

The outcome

Results with NexReply

85% of repetitive support questions automated

Results at a glance

Repetitive questions automated
85%
Response time (previously 12–48h)
1-3 min
Time saved per week
16 hours

Response time comparison

From manual lookup work to automatic context

Before

Manual

Response time
12–48 Hours
Team workload
Heavy inbox workload and stressful Monday mornings
Output
Manual replies, with a higher risk of errors

Now

With NexReply

Response time
1–3 minutes
Team workload
Less inbox pressure and a calmer support workflow
Output
Consistent communication, faster and more accurate

No need to increase headcount

85% of emails about gift cards and Track & Trace handled independently.

Less inbox pressure

Less pressure at peak times through faster, more consistent replies.

More time for marketing

16 hours saved per week.

Consistent communication

More time for exceptions.

Market position

NexReply vs. the market

NexReply vs. the market
RoleNexReplyIntercomFreshdesk
AI email recognition Yes, with context Chatbot only Limited (add-on)
Order data integration Real-time Limited Basic (App Store)
Draft reply + approval Yes Limited Limited
Dutch language support Native Dutch No Limited

Would you like this for your webshop too?

Book a no-obligation demo and discover how many support questions NexReply can automate for your team.