AI agent that confirms every new order and tells fulfilment
For every new WooCommerce order, an AI agent writes the customer a reassuring confirmation email without inventing dates, alerts your fulfilment team on Telegram, and the order is then added to Google Sheets.
WooCommerce
AI Agent
Email
Telegram
Google Sheets5 steps Setup ~8 min Used on 899 sites Store Ops Free to import
What this workflow does
A plain order receipt tells the customer what they bought, but not much else. This workflow has an AI agent write a warmer confirmation in your own tone, while your packing team hears about the order on Telegram and the order lands in a spreadsheet you can share.
A run begins whenever WooCommerce creates a new order. The AI Agent step gets the customer's first name, the order number and the total. Its instructions are to write a reassuring confirmation using only those details, not to promise or invent shipping dates, to say shipping updates will follow, and then to alert the fulfilment team.
The agent has two tools. Send Email goes to the order's billing email, with a subject and body the agent writes. Send a Text Message on Telegram carries the alert, again in the agent's words. The agent decides when to use each one, so check a few runs before you count on both.
After the agent, a Google Sheets step adds a row for the order. It ships without mapping, so pick the spreadsheet and map the order fields you want to keep. The confirmation is sent in addition to WooCommerce's own order emails, not instead of them.
A personal note from a small brand
A handmade jewellery shop wants buyers to get a friendly message thanking them by name, on top of the standard WooCommerce receipt.
Telegram alerts for a packing team
Staff who pack orders keep a Telegram chat open on their phones and see each new order there without logging in to WordPress.
Made-to-order goods with no fixed date
A furniture maker whose lead times vary uses the agent's no-dates rule, so confirmations reassure buyers without committing to a ship date.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
WooCommerce New Order CreatedFires when a new WooCommerce order is created and passes the order number, total, billing first name and billing email to the next steps.
- AI Agent Execute Agent
Runs an AI agent on GPT-4o that writes a confirmation from the order details only, avoids naming shipping dates, says updates will follow, then alerts fulfilment.
Email Send EmailAgent tool that sends the confirmation to the order's billing email. The agent composes the subject and the body each time it calls the tool.
- Telegram Send a Text Message
Agent tool that sends a Telegram text to your fulfilment team with the agent's own wording. Connect your bot and pick the team's chat after import.
- Google Sheets Add New Row
Adds a row for the order to your spreadsheet once the agent is done. The step is unmapped, so choose the sheet and match order fields to your columns.
What you need
- FlowMatticCore
- WooCommerce PluginPlugin
- AI ProviderAccount
- Telegram AccountAccount
- Google Sheets AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Add your store name and sign-off to the agent's instructions, so every confirmation ends the same way and sounds like your brand.
- Map the order number, customer name, total and date into the Google Sheets step, so the sheet works as a simple order log for the fulfilment team.
- Pass the shipping method or order items into the agent's input if you want them in the Telegram alert. The agent only knows the details it is given.
- Put a Filter between the WooCommerce trigger and the AI Agent step if some orders, such as free downloads, need no confirmation. Orders it stops also skip the Google Sheets row.
Questions about this workflow
Will the AI agent promise a delivery date in the order email?
Its instructions tell it not to promise or invent shipping dates and to say updates will follow. Read a few of the emails it sends early on to confirm it sticks to that.
Does this replace WooCommerce's own order confirmation?
No. WooCommerce still sends its usual emails. The agent's message is an extra note, so turn off the WooCommerce email in its settings if you only want one.
Which Telegram chat receives the fulfilment alert?
The chat you choose in the Telegram tool after import. Add your bot to the team's group, or have each person start the bot, so it can send there.
What goes into the Google Sheets row for each order?
Only the fields you map. The Add New Row step ships empty, so after import you pick the sheet and match WooCommerce order fields to its columns.
More E-commerce Operations workflows
Other ready-to-import templates from the same category.
Import this workflow into your WordPress site
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