The email marketing system that runs itself
An audio software marketplace serving a community of over 650 000 users was struggling to keep up with a small team. We built a system that assembles the weekly email campaign automatically — pulling assets, pricing and product information straight from source — freeing the team to focus on growing the business instead of rebuilding the same email every Monday.
A small team overloaded with repeatable tasks.
Email marketing for the KVR Marketplace was a manual affair, decisions to made as to what to promote, manual construction of the mailer, copy and visual assets. No follow up on performance.
The work was slow, error prone, and completely avoidable, eating up precious time for the 3 person strong team managing a site with over 650 000 members.
A self learning system based on facts.
We did not try to automate everything. Repeatable tasks were identified, and automated with stringent guard rails and a human gate.
Pricing information, media assets and templates are ingested and parsed from a canonical source. mage assets are pulled directly from the product pages and inserted into the email template. No chance of AI hallucinations.
An intelligent scoring system, refreshed weekly decides what gets promoted. This is done by rating items by whether they're on sale, discount amount, past sales performance, popularity in the KVR forums, a static rules list and a self improvement loop based on sales tracked by Google Analytics per mail campaign. The system learns from it’s mistakes and continuously improves over time.
Ingest & parse
Email and folder intake, OCR, and structured extraction of line items and totals.
Match & check
Rules-based pairing against delivery notes, with tolerance for real-world messiness.
Review queue
A calm interface that surfaces only the exceptions, ranked by value at risk.
Post & log
Clean records flow to accounting, with a full audit trail on every decision.
The queue empties itself now.
The marketplace mailer system allowed the team to condense around 8 hours of weekly work into a simple 15 minute process on a Monday with the opportunity to manually generate or guide the process at any given time.
Our marketplace mailers were a two hour a day grind. Now they're intelligently compiled at the start of the week with minimal effort in record time.