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.
When our webshop started to grow, our inbox grew just as quickly. With a small team, you feel that pressure straight away.
Ilse van DrieWe Are Wovens
Automated
Of incoming support tickets processed fully independently
Response time
Immediate handling of known scenarios, day and night
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.
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
- π¦ What is the delivery time?
- π When will size X be back in stock?
- π When will my backorder be shipped?
- βοΈ Can I change my order?
- β©οΈ How do returns work?
- β±οΈ 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: 24β48 hours at weekends
- A growing need to hire additional staff
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
- 12β48-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 partnerβs 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
Email arrives
Customer emails support@wearewovens.nl
Question type identified
NexReply analyses the exact intent
Current data retrieved
Order & shipping data from WooCommerce/Monta
Rules checked
Business rules and templates checked
Reply prepared
Written accurately in the brand's tone of voice
Sent or escalated
- β 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.
WooCommerce
- Order data
- Customer information
- Order status
NexReply
- AI Engine
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 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 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 12β48h)
- 1 min
- Time saved per week
- 4-5 hours
Response time comparison
From days to less than 1 minute
Before
Manual
- Response time
- 12β48 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
| Role | NexReply | Zendesk | Intercom |
|---|---|---|---|
| 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.