Smart Replies System Case Study

Smart Replies System

Case Study

Timeline

March 2025 – Present


Project Lead

Hafiz Jamal (@zifah.workflows)


The Challenge

A handmade skincare brand was receiving Instagram DMs from interested customers daily — but struggled to keep up.


The founder was:

  • Spending hours replying manually
  • Unsure who was serious vs browsing
  • Losing track of potential buyers while prepping orders
  • Missing chances to follow up

The Solution

We built a smart automation system to respond, qualify, and guide customer inquiries in minutes:

  • Welcome message sent within 2 minutes
  • “BuyNow” vs “MatchMe” smart keyword routing
  • Automatically labeling based on what the customer is looking for
  • Follow-ups for quiet or unsure customers
  • Educational skincare tips for curious customers who weren't ready yet

Feature Breakdown

Feature What It Does How It Helped
Smart Keyword Routing Guided people to the right next step (“Buy Now” vs “Let’s Match You”) based on what they needed Closed buyers faster, gave support to those who needed help.
Instant Welcome Message Sent a friendly message within 2 minutes after someone filled the form Got replies faster and made people feel heard quickly.
Smart Question (AI) Asked: 'What’s your biggest skincare concern?' Helped sort out who needed what — without manual replies.
Tag by Answer Labeled people based on what they said (e.g. acne = needs help) Helped focus on high-interest customers automatically.
Auto Follow-Up Sent a gentle nudge if someone didn’t reply after 2 days Brought back quiet customers and restarted conversations.
Helpful Skincare Tips Sent tips and stories to curious customers who weren’t ready to buy Built trust and interest over time without pressure.
“This system felt like I had an assistant who never sleeps.” – Owner of a handmade skincare brand
Smart Replies System Case Study

Smart Replies System

Case Study

Timeline

March 2025 – Present


Project Lead

Hafiz Jamal (@zifah.workflows)


The Challenge

A handmade skincare brand was receiving Instagram DMs from interested customers daily — but struggled to keep up.


The founder was:

  • Spending hours replying manually
  • Unsure who was serious vs browsing
  • Losing track of potential buyers while prepping orders
  • Missing chances to follow up

The Solution

We built a smart automation system to respond, qualify, and guide customer inquiries in minutes:

  • Welcome message sent within 2 minutes
  • “BuyNow” vs “MatchMe” smart keyword routing
  • Automatically labeling based on what the customer is looking for
  • Follow-ups for quiet or unsure customers
  • Educational skincare tips for curious customers who weren't ready yet

Feature Breakdown

Feature What It Does How It Helped
Smart Keyword Routing Guided people to the right next step (“Buy Now” vs “Let’s Match You”) based on what they needed Closed buyers faster, gave support to those who needed help.
Instant Welcome Message Sent a friendly message within 2 minutes after someone filled the form Got replies faster and made people feel heard quickly.
Smart Question (AI) Asked: 'What’s your biggest skincare concern?' Helped sort out who needed what — without manual replies.
Tag by Answer Labeled people based on what they said (e.g. acne = needs help) Helped focus on high-interest customers automatically.
Auto Follow-Up Sent a gentle nudge if someone didn’t reply after 2 days Brought back quiet customers and restarted conversations.
Helpful Skincare Tips Sent tips and stories to curious customers who weren’t ready to buy Built trust and interest over time without pressure.
“This system felt like I had an assistant who never sleeps.” – Owner of a handmade skincare brand

Frequently Asked Questions

Is WorkFlowGuys right for my business?

We help small businesses that are ready to grow but feel stuck doing the same tasks over and over.

If you’re running your business but spending too much time on admin work or keeping up with customer enquiries, we’re here to make things easier.

What types of workflows can you automate?

We help automate things like replying to customer enquiries, scheduling social media posts, sending follow-ups and reminders, and even tasks that are unique to your business.

How quickly can I see results?

Most clients start seeing changes in just a few days. Bigger results usually show up within a few weeks as everything gets up and running smoothly.

Why do you charge premium prices?

Because we don’t do one-size-fits-all solutions. Everything we build is tailored to your business, built to last, and designed to deliver real results you can count on.

How can we get started?

Just book a free session with us. We’ll chat about your business and see how automation can make things easier. If it feels like a good fit, we’ll take the next step together.