How to Instantly Send E-Vouchers to Your Customers: A Step-by-Step Guide

Nothing seals a relationship with your customers quite like a personalized touch. Imagine how happy they would be receiving an e-voucher right after a purchase or as part of a special appreciation campaign. It’s not just about saying Thank You; it's about elevating your brand experience to something memorable. But how can you effortlessly make this part of your routine?

This blog will demonstrate a streamlined method to instantly send e-vouchers using the power of automation. Whether you're operating an e-commerce store or selling digital products, this guide could be the key to enhancing your customer appreciation tactics. 

Setting Up Your System

The first step is to set up your databases. We are using Google Sheets here as a sample database to store sample orders. The orders can come from Shopify, WooCommerce or any platform you are using. We are just storing the data here. For instance, this can have a date, an order number, total and other values like the first name, last name and email address. 

We also have a second Google Sheet that stores a list of pre-created personalized voucher codes. Here, you can set up conditions for distribution, like order value thresholds or product-specific triggers. 

We also have additional columns like the date given, the recipient and the qualified order number just for reference.

This is a simple baseline that can be expanded to whatever you want.

Automating the Process

Next, you'll need to automate the process using a tool like Make. Using automation, you can customize vouchers based on order value, products bought, or other conditions you define. 

In the sample scenario, we start by retrieving the order details from our Google Sheets database. This involves searching through rows in the Google Sheets.

The source of the order information can also come from other platforms like Shopify or Woocommerce. It can also be from a webhook from another system.  

Next, we will apply specific conditions. The first condition is based on the order number. In our example, we set the order number to 10001, which is the first record from our sample data.

The second condition checks if a specific tag is missing. 

This makes sure that each customer only receives one voucher per order to avoid sending duplicates.

This example shows how to send one voucher at a time by limiting the maximum number of returned rows to one. However, this can be adjusted based on your requirements, allowing for greater flexibility in your voucher distribution strategy.

The next step is to retrieve the next available voucher that has not yet been sent.  

We look at our voucher sheet and check for vouchers that have not been assigned a date or recipient, ensuring they have not been sent previously.

We also check if the voucher exists and if a date has not been assigned yet, because this is where we will update the voucher status at the end of the process.

Once we have identified the voucher to be sent, we can then email it to the customer who placed the order or to the specified recipient, based on the source of the order information. 

Sending the Vouchers

Sending the vouchers is a breeze. Simply set up your email template with the voucher code and recipient's details, and let the automation do the rest. 

You can place the subject line you want and other email configuration you want to have. Use HTML structure in the body of the Gmail module to make the format visually appealing and easy to read.

The email can contain a direct link to redeem the voucher or the voucher code itself, depending on your preference. You can also send the voucher through other channels like Slack or Messenger, depending on how you communicate with your customers.

Tracking and Updating

After sending the vouchers, it's important to track their distribution and prevent double sending. You can do this by updating your e-commerce store's tags and voucher code records. 

In the example, we update the order with the tag eGift Sent which will be recorded in our database. This tag acts as a filter to prevent duplicate vouchers from being sent to the same order.

You can also add more conditions based on the customer's spending, items purchased, or other factors. This flexibility lets you create a personalized e-voucher plan that fits your business perfectly. With so many options, this system can work for all kinds of online stores. 

The last step is to update the voucher code’s status by recording who received it and when by simply updating the second Google Sheet with the date the voucher was given using the current timestamp.

To avoid sending the same voucher twice, we update the code status and add the recipient's first name, last name, email address (if necessary), and order number.

To make the date more readable, you can use the formatDate function to specify the year, month, and day.

If you want to learn more about using these functions, check out our Make Functions Cheat Sheet. It's a helpful guide that shows you how to use different functions on Make, making your tasks easier and quicker.

E-Voucher System in Action

Let's review the process again:

  1. Retrieve the next order, which can be from different sources

  1. Identify the first unsent voucher code

  1. Send out the email containing the e-voucher code to the recipient

  1. Update records to indicate that the eGift has been sent

  1. Update the voucher code database

Conclusion: Your Path to Happier Customers

Automating your e-voucher distribution process can save you time and effort while improving your customer's experience.  By following these simple steps, you can set up a system to instantly send e-vouchers and boost customer satisfaction. 

I appreciate you joining me on this journey to transform your automation process. Look out for more valuable content coming soon!

For additional resources to enhance your automation journey, be sure to check out the Make Functions Cheat Sheet.

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