Flooring materials distributors often let sample requests fizzle after shipping. Chaining the request form to a warehouse pick task, a shipping label, tracking updates for the prospect and a rep call two days after delivery typically lifts conversion around 26%.
Typical results
Same day
Samples shipped, down from 4 days
2 days
From delivery to rep call
100%
Prospects getting tracking updates
Figures reflect typical results for this kind of automation.
The challenge
Sample requests arrived by form, then entered a black hole: warehouse picks waited on a printed email, shipping took three or four days, and nobody told the prospect anything. Worst of all, reps never knew when samples actually landed — follow-up calls came weeks late or not at all, and competitors closed the project meanwhile.
Before and after
Hours from request to shipment
−95%Sample-to-order conversion
+26%Delivered samples followed up by a rep
2.9×The automation
We built a Make scenario that fires the moment a sample request is submitted. It creates a warehouse pick task with the exact SKUs, generates the shipping label, and sends the prospect tracking updates over WhatsApp at every carrier scan. When the carrier confirms delivery, the system waits two days — enough time to unbox and compare — then opens a call task for the rep with the requested samples, project details, and talking points attached.
How it works
- 01
Request captured
The sample request form fires the scenario instantly, carrying the exact SKUs and project details.
- 02
Pick and ship
A warehouse pick task is created and the shipping label generated within the hour.
- 03
Prospect kept posted
WhatsApp tracking updates go out at every carrier scan — no 'where's my sample?' calls.
- 04
Delivery detected
The carrier's delivery confirmation starts a two-day timer, enough time to unbox and compare.
- 05
Rep calls on cue
A call task opens for the rep with the samples sent, project details, and talking points attached.
Starts from
- Sample request form
- Carrier tracking events
Delivers
- Warehouse pick & label
- Tracking updates to prospect
- Rep call task after delivery
The impact
Samples now ship the same day, and every prospect gets a call within two days of delivery instead of whenever a rep remembered. Sample-to-order conversion climbed from 19% to 24% — a 26% lift — and the warehouse stopped fielding 'where's my sample?' calls entirely.
Questions about this automation
What starts the flow, and what does the warehouse receive?
The flow starts when a prospect submits the sample request form. Within the hour, the warehouse gets a pick task listing the exact SKUs requested, and the shipping label is generated with the carrier. The request also carries the project details, so the sales rep has context when the follow-up call comes due.
How does the prospect know where their samples are?
Carrier tracking events feed the flow, and the prospect receives a WhatsApp update at every carrier scan, from shipped to delivered. The messages come from approved templates and include the tracking link. This removes most of the calls asking where a sample is, so the warehouse can stay focused on picking and packing.
Why does the rep call two days after delivery?
Two days gives the prospect time to unbox the samples and compare them in the actual space. When the carrier confirms delivery, a timer starts, and on day two a call task opens for the rep with the samples sent, the project details and talking points attached. The delay is a setting the team can change.