Proactive Delay Notifier
Catch a shipment's ETA slipping and draft a clear customer email with the new ETA and the reason - so an account manager can approve it before silence costs you trust.
A small internal app that flags shipments whose ETA has slipped, drafts a tailored delay email per customer, lets an account manager review and edit it, sends it on approval, and logs every notice with a duplicate guard.
Before you start
- A list of at-risk shipments (a Google Sheet or CSV is fine to start)
- Customer contacts with an email and a tier
- A Resend account for sending email
The problem this kills
When a shipment's ETA slips, the worst thing you can do is go quiet. Customers don't get angry about delays - they get angry about surprises. But your team can't watch every load. By the time someone notices the new arrival date, the customer has already called, twice, and your account manager is apologizing instead of informing.
The fix isn't more spreadsheets or more meetings. It's a small tool that watches for ETA slips, drafts the "here's the new date and why" email the moment one happens, and puts it in front of a human to approve before it goes out.
What you'll build
An internal web app where:
- At-risk shipments land in a clean review queue the moment their ETA slips past the date you promised.
- The tool drafts a customer-ready email for each one - new ETA, the reason in plain language, and a tone that matches the customer's tier.
- An account manager reads, edits, and approves the draft. Nothing sends until a person says go.
- On approval, the email goes out through Resend and the whole exchange is logged - who sent what, to whom, and when.
- A duplicate guard makes sure the same customer never gets two notices for the same slip.
What's inside the Implementation Plan
The plan opens by interviewing you about your own freight operation - your shipment fields, your reason codes, your customer tiers, and your messy exceptions - so the tool fits your business instead of forcing you into a generic template. It then walks you, prompt by prompt, through building the data model, the review queue, the AI drafting step, the approval gate, the Resend send, and the audit log. Every step ends with a ready-to-paste prompt for your AI coding agent. No prior coding needed.
The governance it includes (this is the point)
- Login so only your team can open the tool.
- Row-level security so each account manager sees only their own organization's shipments.
- A human-in-the-loop approval gate - the AI drafts, a person reviews and approves, and only then does an email send.
- A complete audit trail - every draft, edit, approval, and send is recorded with a name and a timestamp.
- A duplicate guard keyed on shipment ID plus the new ETA, so no customer ever gets the same delay notice twice.
Who it's for
Customer service teams and account managers in freight, logistics, and 3PL operations who own the customer relationship and need to get ahead of delays - without writing a line of code.
You've got this. Open the Implementation Plan and paste the first prompt.