🌍 Context

A small bakery received dozens of emails every day, including cake orders, supplier inquiries, job applications, and spam messages. Staff members had to manually review each email to identify genuine customer requests. As a result, a significant amount of time was spent on repetitive administrative work, and responses to potential customers were often delayed.

⚠️ Problem

The team was spending a large portion of its working hours sorting incoming emails and preparing sales proposals.

Key challenges included:

• Delayed responses to potential customers
• High administrative workload for managers
• Inconsistent sales proposals
• Risk of losing orders due to slow response times

The goal was to streamline the inquiry handling process, reduce manual effort, and improve customer response speed without increasing headcount.

💡 Solution

An AI-powered email processing system was implemented to automate the handling of incoming inquiries.

The solution automatically identifies whether an email contains a cake order request, analyzes the message content, and extracts the information required to prepare a proposal. Based on predefined business rules, the system generates a personalized offer and sends a response to the customer automatically.

By transferring repetitive tasks from staff to an automated workflow, the bakery significantly improved operational efficiency and customer communication speed.

⚙️ Process

• 📩 A new email is received through a Gmail trigger
• 🧠 AI analyzes the email to determine whether it is a cake order inquiry
• 🧾 Key information is extracted from the email (customer name and cake quantity)
• 📄 A personalized proposal is generated from a Google Docs template
• 💰 The price is calculated based on the order quantity