Email management virtual assistant for e-commerce brands

AssistBPO's email management virtual assistant for e-commerce brands takes over the inboxes a store accumulates. The founder's inbox full of supplier quotes, app notifications and agency threads, the hello@ inbox where wholesale, press, influencer and partnership requests arrive alongside customer questions, and the operations inbox of carrier notices, 3PL reports and marketplace alerts.

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  • A named assistant proposed within 72 hours
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How does email management work for e-commerce?

AssistBPO gives you a named assistant who triages all of it in your hours, routes customer emails into Gorgias or Zendesk, answers wholesale and creator inquiries from your templates with your line sheet or media kit, drafts supplier replies for your approval, files invoices and app notices, flags Amazon account health alerts the moment they land and unsubscribes from the noise. Marketing emails to customers stay in Klaviyo with consent; this is about the inbound mail. The daily inbox report lists what was handled, what is drafted for you and what needs a decision, so a founder opens ten items instead of two hundred. Suspicious payment-change emails from suppliers are quarantined and confirmed by phone.

What tasks does email management cover for e-commerce brands?

  • Triage founder, hello@ and operations inboxes into lanes
  • Route customer emails into Gorgias or Zendesk as tickets
  • Answer wholesale, press and creator inquiries with your templates and kit
  • Draft supplier and agency replies for one-click approval
  • Flag Amazon, Shopify and payment provider alerts immediately
  • File invoices, app notices and carrier reports to the right folders
  • Quarantine supplier bank-change emails pending phone confirmation
  • Unsubscribe from vendor pitches and keep labels tidy

The KPI that matters here

Inbox response time on wholesale, creator and supplier emails within your working day, with founder inbox items needing a decision held under a number you set.

What rules does email management follow for e-commerce?

  1. PCI DSS and payment data. Assistants never see or take full card numbers. Refunds, partial refunds and replacements are processed inside Shopify, Amazon, WooCommerce or your payment provider's dashboard, and customers who offer card details by phone or chat are redirected to checkout. That keeps your PCI DSS scope where it belongs, with your payment processor.
  2. Shipping delays and consumer rights. The FTC Mail, Internet or Telephone Order Merchandise Rule requires shipment within the stated time or 30 days, with a delay notice and the option to cancel for a refund. UK customers have 14-day cancellation rights under the Consumer Contracts Regulations 2013, and Australian customers have consumer guarantees under the Australian Consumer Law enforced by the ACCC. Assistants send the notices and honor the rights.
  3. Amazon and marketplace policies. Buyer-Seller Messaging rules require a response within 24 hours and forbid marketing or review requests that offer anything in return. Order Defect Rate, late shipment and cancellation metrics decide account health. Assistants answer inside the window, handle A-to-z claims with evidence and follow Etsy and eBay messaging rules the same way.
  4. Marketing consent: CAN-SPAM, TCPA, CASL, PECR. Email campaigns carry identification and an unsubscribe link under CAN-SPAM; SMS through Attentive or Postscript needs prior express written consent under the TCPA; Canadian subscribers need CASL express consent and UK subscribers PECR consent. Assistants process opt-outs the same day and never add contacts without a consent record. Reviews and UGC follow FTC endorsement rules.

E-commerce software we work in

Also in use

  • ShipStation

See all 80 tools we work in

More for e-commerce brands

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Email management in other industries

Frequently asked questions

Will customer emails still go through our help desk?

Yes. Any customer message that arrives in the founder or hello@ inbox is forwarded or converted into a Gorgias or Zendesk ticket within minutes, so support metrics stay complete and replies use your macros. The email assistant does not answer customer tickets from the inbox unless you run support that way. The point is that customer mail never gets lost among supplier quotes and app notifications again.

How do you handle wholesale and influencer requests?

With templates and rules you set. Wholesale inquiries get a reply with your line sheet, minimums and terms, and are logged in your CRM or a sheet with store name, location and expected volume for your review. Creator and influencer requests are checked against your criteria, answered with your media kit or a polite decline, and tracked so you can see who asked. Anything from a large retailer or major publication is flagged to you the same day.

Is delegated inbox access safe for a brand?

Access is granted through your Google Workspace or Microsoft 365 admin console, not by sharing a password, to an employee under NDA on a managed device with MFA and no local mailbox copy. Payment-change emails from suppliers are treated as fraud until confirmed by phone through a known number. You can see every sent message and remove delegation in one click if you ever need to.

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Next step

Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

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Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.

  • A named assistant proposed within 72 hours
  • Employed, screened and managed staff, never freelancers
  • Your hours, your tools, your data
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