Every business faces the occasional out-of-stock product. For many Shopify stores, managing backorder notifications is a surprisingly time-consuming process. When customers ask about items that aren’t currently available, support teams often respond manually—checking stock, estimating restock dates, and crafting individual replies. This repetitive task can quietly eat up hours every week.

Why Is This Process Still Manual?

Backorder notifications are usually handled by hand because every inquiry feels unique. Customers want to know when their favorite item will be back, and support teams want to provide a personal, accurate answer. This means logging into inventory systems, checking with suppliers, and then writing a thoughtful email. For stores with even moderate sales volume, these requests add up quickly.

How AI Can Automate Backorder Notifications—Step by Step

Let’s break down how automation can help, without any technical jargon:

1. When a customer emails about an out-of-stock item, the AI recognizes the product in question.
2. The system automatically checks your store’s inventory and supplier data for the latest restock estimate.
3. It drafts a personalized email reply, including the expected restock date and any relevant details (like alternative products or waitlist options).
4. The support team reviews the draft (if desired) and sends it with one click—or lets the system send it automatically.

A Realistic Example: Time Savings in Action

Imagine a Shopify store that gets 20 backorder inquiries each week. If each reply takes 5 minutes, that’s over 1.5 hours spent just on these emails. With automation, the process drops to less than a minute per response—mostly for a quick review. That’s a full hour saved every week, or over 50 hours a year. For a small team, that’s time that can be spent on higher-value work, like building customer relationships or improving products.

Addressing Common Concerns

• Cost: Many automation tools are priced to fit small business budgets, often costing less than the value of an hour of your team’s time.
• Complexity: Modern solutions are designed to plug into your existing workflow—no coding or technical expertise required. For example, some apps work right inside your Gmail or Shopify dashboard.
• Reliability: AI-powered replies can be reviewed before sending, ensuring accuracy and maintaining your brand’s voice. Over time, the system learns from your feedback, getting even better at handling these requests.

Ready to Reclaim Your Time?

If your team spends too much time on repetitive customer emails, it might be time to explore automation. Start by identifying your most frequent manual tasks—like backorder notifications—and see what solutions are available. Even small changes can add up to big time savings over the year.