Delta Aquarium was spending £500 a week and 27 hours of labour handling orders, emails, and reviews manually. We automated all of it — so they could focus on the fish, not the admin.
Delta Aquarium ships live fish online. Unlike any other product, live stock has a hard deadline — it must reach the customer within 24 hours of dispatch. That makes order timing, customer communication, and shipping coordination absolutely critical.
The manual system Simon had was cracking under the weight. Orders were being processed by hand, stock checks were manual, and customers were chasing updates. The risk of a delayed or missed shipment wasn't just a bad review — it was a dead order, literally.
To keep up, Simon had brought on two members of staff solely to handle online orders. The cost was mounting — over £500 a week — and human error was still possible. On top of that, customer emails were piling up and reviews were going unanswered, damaging the reputation the business had worked hard to build.
We needed precision, not just automation. Every order had to flow through a visible, reliable pipeline — giving Simon the control he needed without any of the manual overhead.
We built a WooCommerce-connected order management system that routes every incoming order into a live Google Sheets pipeline, triggers customer communications at each stage, and gives Simon a daily briefing on what ships today and what still needs a date assigned.
We then layered an AI email agent and automated review system on top — so the inbox and the reputation manage themselves, freeing Simon to focus on what he actually does: running an exceptional aquatics business.
When an order is placed, it automatically lands in a Google Sheets shipping tracker — flagged as awaiting a dispatch date. Simon checks stock and assigns the date when ready. From there: a confirmation email goes to the customer, the order moves to the day's shipping list, and a dispatch notification fires when it leaves. Each morning Simon gets a daily briefing — what needs a date, and what ships today. Nothing gets missed.
Delta Aquarium receives a high volume of customer enquiries — stock availability, care advice, order updates, returns. We deployed an AI agent powered by DeepSeek running on Ollama, trained on their product catalogue and policies. It handles their webmail inbox intelligently, drafts accurate on-brand responses, and routes anything complex to Simon directly. What used to take hours a day now takes minutes.
Reviews were going unanswered — not because Simon didn't care, but because there simply weren't enough hours. We built an automated review responder that monitors Google and other platforms, drafts genuine, personalised replies in the Delta Aquarium voice, and posts them automatically. Negative reviews are flagged for Simon's approval before anything goes live. The business now looks engaged around the clock.
This is amazing. My staff can now focus on the tasks that actually need them — not drowning in emails and orders all day.
Simon — Owner, Delta Aquarium
We'll find it in a free 30-minute audit — and tell you exactly what we'd automate first.
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