WoofFlow Automation | Achyutha Ravula

Problem Statement

Handling a high volume of repetitive customer emails was causing delays in response times and taking valuable focus away from pet care operations. The business needed a way to automate routine inquiries while maintaining a personal touch.

My Role

Designed the end-to-end automation workflow using n8n.
Integrated OpenAI's GPT models to analyze email intent and generate draft responses.
Implemented error handling and human-in-the-loop verification steps.

Tools & Tech

n8n OpenAI API Automation Email Parsing

Dataset / Inputs

Real-time incoming customer emails, historical email logs for training/prompt engineering, and booking calendar data.

Approach

1. Trigger & Ingestion

The workflow is triggered immediately upon receiving a new email. The content is parsed to extract key details (sender, subject, body).

2. Intent Analysis (AI)

OpenAI analyzes the email to categorize it (e.g., Booking Request, Question, Complaint) and extracts relevant entities like dates and pet names.

3. Action and Response

Based on the intent, the system either drafts a reply, checks calendar availability, or escalates complex issues to a human manager.

Key Insights

Over 70% of incoming emails were simple questions about pricing or availability.
Structuring the prompt with specific business context significantly improved response accuracy.
Speed of response creates a better customer experience and higher conversion for bookings.

Business Impact

Time Savings: Reduced manual email processing time by approximately 80%.
Scalability: Allowed the business to handle peak season inquiries without hiring extra admin support.
Consistency: Ensured every customer received a prompt, polite, and accurate response.