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Customer case studyE-commerce β€’ Wool Products

We Are Wovens automates 87% of repetitive support queries with NexReply

Learn how e-commerce retailer We Are Wovens automated 87% of repetitive support queries with NexReply. Less inbox pressure, faster response times and more focus on growth without a chatbot.

We Are Wovens, webshop for sustainable wool products

When our webshop started to grow, our inbox grew just as quickly. With a small team, you feel that pressure straight away.

Ilse van Drie Ilse van DrieWe Are Wovens
87%

Automated

Of incoming support tickets processed fully independently

1 min

Response time

Immediate handling of known scenarios, day and night

4-5 hours

Time saved per week

Less manual searching in WooCommerce and Monta WMS

About the customer

About We Are Wovens

We Are Wovens is a fast-growing Dutch e-commerce brand specialising in high-quality, sustainable wool products. 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.

Wool products from We Are Wovens

The problem

The challenge: systematically automating repetitive support enquiries without a chatbot

As orders grew to 1,000 per month, the support team was overwhelmed with repetitive questions. The traditional solution, an AI chatbot on the website, did not fit the personal brand experience they wanted. We Are Wovens wanted to communicate exclusively by email, while benefiting from the speed and efficiency of modern automation.

Most common email scenarios

  • πŸ“¦ What is the delivery time?
  • πŸ“ When will size X be back in stock?
  • 🚚 When will my backorder be shipped?
  • ✏️ Can I change my order?
  • ↩️ How do returns work?
  • ⏱️ Why is my order delayed?

Support workload calculation

Before NexReply, the team spent an average of 8 hours a week answering identical status and shipping questions by manually checking systems.

  • 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?

Many webshops immediately install a chat widget on their website. We Are Wovens found that customers preferred to email about their orders. They needed reliable automation working quietly in the background, deeply integrated with WooCommerce and Monta WMS.

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

  • 87% of tickets handled automatically
  • Response time under 1 minute, 24/7
  • No additional staff needed as the business grows
  • Live WooCommerce + Monta WMS integration

Non-negotiable requirements:

  • Save significant time without forcing website widgets on customers
  • Consistent answers that always match the live warehouse status
  • Direct WooCommerce + Monta WMS integration through a secure API
  • Full retention of the warm, friendly brand tone of voice

The approach

The solution: NexReply as an intelligent automation layer

We Are Wovens 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.

Send missing items / Resend the order

The integration with the fulfillment partner automatically handles partial or full reshipments, without requiring you to log in to the partner’s portal.

Responses are based on:

Tone of voice

Gentle, helpful and suited to a premium natural products brand.

Business rules

No AI hallucinations; replies stay within approved boundaries.

Live context & data

Actual WooCommerce order data linked to Monta shipments.

Operational process flow

6 steps from incoming email to resolution

  1. Email arrives

    Customer emails support@wearewovens.nl

  2. Question type identified

    NexReply analyses the exact intent

  3. Current data retrieved

    Order & shipping data from WooCommerce/Monta

  4. Rules checked

    Business rules and templates checked

  5. Reply prepared

    Written accurately in the brand's tone of voice

  6. Sent or escalated

    • βœ“ Sent automatically
    • β†— Sent to a team member

Technology

API integration with WooCommerce and Monta WMS

NexReply's real strength lies in its seamless integration with We Are Wovens' existing tech stack. Without complex implementation projects, the software connects directly to the WooCommerce database and the Monta Warehouse Management System.

  1. WooCommerce

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

    • AI Engine
  3. Monta WMS

    • Stock
    • Backorders
    • Shipping

PostNL Shipping Integration

Tracking and delivery status available directly through Monta WMS

The API-based service automation and integration with WooCommerce and Monta allow us to respond much faster. Everything is ready in NexReply straight away.

Ilse van Drie Ilse van DrieWe Are Wovens

WooCommerce API

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

Monta Fulfilment API

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

Onboarding

Implementation: controlled and personal

The transition to NexReply took place in phases and without stress. During onboarding, the AI was trained on historical emails to learn the specific tone of voice. The system was then placed in a secure testing environment where support staff could first manually check and adjust all responses before they were actually sent.

Onboarding Review

With Kevin's help, we turned our most common questions into smart templates with relevant context.

Ilse van Drie Ilse van DrieWe Are Wovens

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

The outcome

Results with NexReply

87% of repetitive support questions automated

Results at a glance

Repetitive questions automated
87%
Response time (previously 12–48h)
1 min
Time saved per week
4-5 hours

Response time comparison

From days to less than 1 minute

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 Minute
Team workload
Less inbox pressure and a calmer support workflow
Output
Consistent communication, faster and more accurate

No need to increase headcount

The existing team can comfortably manage the support workload independently.

Less inbox pressure

No more stressful Monday mornings with an overflowing support inbox.

More time for marketing

Extra hours each week for product development and active selling.

Consistent communication

Customers receive a clear, accurate reply within minutes.

Market position

NexReply vs. the market

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

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.