Give every request
a clear next step.
An order-change request arrives in a shared inbox. Someone needs to find the customer, check the order, copy the details and decide who should act. We build an n8n workflow that matches the request to a customer or order, creates a task or ticket, and assigns it using your rules — while missing details and uncertain matches go to a person.
Free 60-minute workshop, no obligation. If automation is not the right fit, we’ll say so.
A request lands in a shared inbox and moves from person to person before anyone owns it.
Customer, order and dates are typed again by hand into the system that actually holds them.
Nothing is scheduled, so someone has to remember to chase a colleague for an update.
From a shared inbox
to assigned work.
Four steps, and a person stays in the loop at the point that matters. The workflow prepares the work; your team makes the call.
- Read the email
Extract order 1042 and the requested date. Check whether this request has already been captured.
- Create assigned work
Find the order and create a task for its owner. Uncertain matches go to a review queue.
- Approve the change
The owner checks availability and approves or declines. The workflow records the decision.
- Close the loop
After approval, update the order and prepare the reply. Remind the owner if a decision is overdue.
The manual work
Forwarding emails, entering the same details twice and chasing colleagues for updates.
What KajoAI can build
An n8n workflow that matches the request to a customer or order, creates a task or ticket, and assigns it using your rules. Missing details and uncertain matches go to a person.
Manual steps this can remove
Copying order details from the email, creating the task by hand and sending internal reminder messages. Your team still decides whether the requested date is possible.
“Can order 1042 arrive on 18 October instead?”
Illustrative email: “Please move order 1042 from 15 to 18 October and let us know if that works.”
The order owner checks availability.
After approval, the workflow can update the delivery date and prepare a confirmation for review.
This page describes a workflow we can build for your process. It is an example of what is possible, not a published customer result.
One request type.
One clear owner.
Start with delivery-date changes in one shared inbox, connected to one order or ticketing system. The price and the acceptance criteria are agreed in writing before the build starts.
You provide
A process owner, sample requests, routing and approval rules, and an IT contact for system access.
KajoAI delivers
Capture and matching, task creation, approval handling, reminders and an exception queue.
Agree before building
Which updates need approval, how to prevent duplicates, and what happens when a system is unavailable.
A starting scope could connect one shared inbox, one CRM or ERP, and one notification channel. The exact steps depend on your system’s API, permissions and approval process.
Example n8n structure: email trigger → field extraction → customer/order lookup → validation branch → task creation → owner notification. A separate scheduled check can find overdue actions. AI is optional for interpreting unstructured text. Fixed routing and approval rules stay explicit.
Retries, duplicate checks and an exception queue help prevent repeated updates or silently missed requests. This is a proposed workflow example, not a published customer result.
Results show up as numbers,
not as a feeling.
Time to assign a request, manual entries per request, and overdue follow-ups. We agree a baseline before the pilot, so the change is measured rather than asserted.
The workflow is yours
to keep.
You keep the editable workflows and handover documentation, and the automation runs on your existing systems. We agree monitoring, maintenance and support responsibilities, along with software and hosting costs, before go-live.
The four questions we get
on almost every first call.
Usually, the aim is to connect what you already use. We first check whether your CRM, ERP or support platform can solve the problem with its built-in tools. n8n is useful when work needs to move between systems or needs more specific logic.
Only where you decide it should. Missing details and uncertain matches go to a person, and the owner approves or declines the change before anything is updated. Your team still decides whether the requested date is possible.
We scope the first workflow around your systems, data readiness and approvals. Before implementation, we agree the price, recurring costs, delivery plan and acceptance criteria in writing.
That depends on the agreed setup. Before connecting data, we identify the hosting location, services that process it, access permissions and retention periods. We agree your setup with your IT team.
Which task keeps your team
from helping customers?
Bring one request your team handles manually. In a free 60-minute workshop we’ll map the current steps, check the systems involved and identify whether a first workflow is worth scoping.
The aim of the session
One candidate workflow, the main feasibility questions and a clear decision on the next step. If automation is not the right fit, we’ll say so.
Free 60-minute workshop · No obligation to proceed.