# Backorder Options: Offer a Split Shipment or Substitute Source: https://maito.app/workflows/offer-options-when-stock-runs-short When stock runs short, Maito checks incoming deliveries and order notes, compares split and substitute options and drafts the customer email. Maito spots short orders, drafts split-shipment and substitute options, and updates the order after the customer chooses. [Customer support](https://maito.app/workflows/team/customer-support) · [Wholesale and distribution](https://maito.app/workflows/industry/wholesale-and-distribution) · When something happens · Updated October 19, 2026 Works with - Slack - Email - Gmail - Microsoft 365 - Superhuman Mail ## How do you offer options when stock runs short? To offer options when stock runs short, tell Maito about the short order. It checks stock and incoming deliveries in your ERP, reads the order notes for deadlines, prices a split shipment and any substitute, and drafts one email with the options. It changes nothing until the customer chooses. ## How it's done today Staff negotiate a split shipment or substitute with each customer one by one. ## What Maito does 1. Find the lines that can't be filled 2. Check delivery dates and substitutes 3. Draft options for the customer 4. Update the order after their choice ## Example Loop run: Stock shortfall · SO-31022 **Maito** (9:05 AM): SO-31022 for Initech Cafes: 40 cases of oat milk ordered, 28 in stock. 12 short. The next delivery brings 12 cases on Oct 27. **A. Split shipment:** 28 cases now, 12 on Oct 28. No price change. **B. Substitute:** Barista Blend 12-pack at $46.50 per case instead of $42.00, so 12 cases cost $54.00 more. Catch: the order notes say they need the milk by Oct 24 for a catering event. Option A misses that, and I wouldn't send it alone. From the ERP, the order notes and the price list. Draft email to Initech Cafes is ready. **Kofi** (9:12 AM): Offer both, and say B is the only way to make the 24th. **Maito** (9:14 AM): Draft updated to say only option B arrives by Oct 24. I'll send it when you approve, and I won't change SO-31022 until they choose. ## How to set it up When something happens Offer options when stock runs short Ask your agent “When stock can't cover an accepted order, find the short lines, check substitutes and delivery dates and post draft options for the customer in #orders.” Connect email - Gmail - Microsoft 365 - Superhuman Mail Use ERP - NetSuite No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault. Not connected yet? Your agent sends you a link to sign in. ## What it won't do It works from stock counts and delivery dates in your ERP. A late supplier it hasn't heard about will throw it off. ## Questions ### Does it change the order? No. It waits until the customer picks and you approve. ### Does it notice delivery deadlines? Yes. It reads order notes and flags options that miss a date. ### Which tools does it use? Email, plus your ERP, such as NetSuite, through a skill with a login in the Vault. ## More customer support workflows - [Draft replies to tickets you've solved before When a question has been answered before, get a draft reply from that answer. Customer support · When something happens Works with Intercom, Pylon, Notion.](https://maito.app/workflows/draft-replies-to-tickets-youve-solved-before) - [Spot recurring issues early Group tickets by cause so a new problem shows up before it's a flood. Customer support · On a schedule Works with Intercom, Pylon.](https://maito.app/workflows/spot-recurring-issues-early) - [Daily escalations view See every escalated or at-risk ticket in one message each morning. Customer support · On a schedule Works with Intercom, Pylon, HubSpot, Salesforce.](https://maito.app/workflows/daily-escalations-view) - [Reproduce a bug from a customer report Turn "it's broken" into exact steps, a recording and a bug report engineers can use. Customer support · When something happens Works with Linear, Jira.](https://maito.app/workflows/reproduce-a-bug-from-a-customer-report) - [Answer "how does this work?" from the code Support gets the real answer from the product, not from an outdated doc. Customer support · When you ask Works with Notion, Confluence.](https://maito.app/workflows/answer-how-does-this-work-from-the-code) - [Keep help articles current after a release After each release, find help articles that no longer match the product and draft fixes. Customer support · When something happens Works with Intercom, Notion.](https://maito.app/workflows/keep-help-articles-current-after-a-release) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Foffer-options-when-stock-runs-short)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)