Client
Duration
Nov 14, 2025
#
automation
How We Save A Bakery 40h+ A Month With Email Order Handling Automation
From 2-3 hours of manually replying to emails, copy/pasting new customer details and offer details into their invoicing system.
A workflow where mistakes easily sneaked in and constant worry on his mind if he missed anything…
To less than 1 hour a day and the peace of mind that everything is always done, and more importantly, done correctly.
You might not be a bakery, but if you recognize this problem... This could be the best thing you read this week.
Introduction: 00:00 - 03:00
Case study: 03:00 - 10:27
“Not only did I go from 2-3+ hours to less than 1 hour of admin a day (answering emails, sending offers, etc.). More importantly, I don't have the worry of "Did I miss something or did I do it correct?"
Alexander Cordova
Marketing Specialist
Recognise these problems?
This case is relevant if…
Most of your jobs start with a custom request by email or WhatsApp
You manually copy the same details into: quotes, invoices / accounting, internal planning
You sometimes send offers later than you’d like, simply because you were on site all day
A lot of your “system” lives in your head, and if you’re tired or busy, things slip
Even though this is a bakery, the pattern is the same as in many MKB service businesses:
Plumbers, electricians, installation services, surveying, etc.
Note that, in this case, the client used Fortnox as their invoicing tool. This can easily be replaced by most other invoicing tools.
Time saved and invested elsewhere
They don’t need to write emails and offers from scratch anymore, they just review and approve what the system prepared.
Offers now go out faster and more consistently, and the overall mental load has dropped because everyone involved — owner, baker, and client — are always up to date of the order and the status.
Long boring hours
Before automation... every email had to first be read carefully and “decoded”
Customer name, company, date, time, address, invoice details, products and quantities were copied by hand
Offers were created manually in Fortnox and downloaded as PDF
Every email written back to the client manually
If they didn’t stay on top of it, orders or confirmations would slip through
Done for you
With automation... every email is instantly analysed and details are stored in their own record and designated fields
With 1 button-click,they can:
Create or link the customer in his invoicing tool Fortnox
Create the offer in Fortnox with correct details instantly
Generate a PDF offer and store it neatly in Google Drive
Generate a draft email that recaps everything and links to the PDF
What we actually built
Core idea: Turn email chaos into a clean pipeline
We created a central base in a program called Airtable (think Google Sheets or Excel 2.0) where all information is stored and controlled in a custom designed interface.
From here the client controls what happens in Outlook and in their invoicing tool, Fortnox.
Incoming emails are turned into structured requests
Fortnox offers and PDF files are created with one click
Draft reply emails are generated automatically and just need approval
The email has a button so the customer can accept, decline or change their order
Once accepted, the customer and everyone involved in the company is notified.
By just clicking a few buttons the client generates emails, registers new clients and creates offers.
All while keeping full control thanks to built-in human control & approval steps.
Key Outcomes
No more worry
The biggest win for the client is the relief of constant worry. Laying awake at night worrying if he made mistakes, if he missed anything and if everyone is up to date.
No mistakes, nothing forgotten
With the new system they knows that in the flow of receiving an order, to confirming and letting the chef know when to make what. Every task is always done, and done correctly. No exceptions.
Saved 8h+/week
They went from 30–40 minutes per email inquiry to sending 5 offers in 1 hour, without hiring anyone. Less back-and-forth, fewer manual steps, faster turnaround. That time goes back into sales, customers, and growing the business.
