A craft brewery slashed manual admin by 60% and boosted event attendance by 35% by automating event scheduling, inventory management, and customer outreach. Real-time inventory alerts and AI-driven messaging kept operations smooth and customers engaged.

By integrating Zapier, Make, and AI tools, the brewery connected its event calendar, inventory system, and marketing channels. This seamless workflow eliminated repetitive tasks, reduced errors, and freed staff to focus on brewing and customer experience.

The Challenge

Managing events, inventory, and customer communications was overwhelming for this growing craft brewery. Staff juggled spreadsheets, emails, and social media posts, often missing low-inventory warnings or double-booking event spaces. Manual processes led to errors, wasted time, and missed revenue opportunities.

According to McKinsey (2024), small businesses spend up to 30% of their time on repetitive admin tasks. For this brewery, that meant less time brewing and more time troubleshooting. They needed a way to automate event scheduling, track inventory in real time, and engage customers without hiring extra staff.

The Solution

Flow Genius designed an end-to-end workflow automation using Zapier, Make, and AI integration. The solution connected the brewery’s event booking form, inventory tracking system, and customer communication tools.

Event requests from the website were automatically added to a shared calendar and checked for conflicts. Inventory levels synced in real time, triggering alerts when supplies ran low. AI-powered messaging tools sent personalized event reminders and promotions to customers, increasing attendance and loyalty.

Implementation Steps

1. Mapped out all manual processes for event booking, inventory checks, and customer outreach. 2. Set up Zapier to connect the website’s event request form to Google Calendar and Slack, automating scheduling and notifications. 3. Used Make to integrate the inventory management system with Slack and email, sending real-time low-inventory alerts to staff. 4. Deployed an AI tool to analyze customer data and generate personalized email and SMS campaigns tied to upcoming events. 5. Tested the workflow end-to-end, ensuring each automation triggered correctly and data synced across platforms. 6. Trained staff on the new system, providing quick-reference guides and support.

Results

The brewery reduced manual admin workload by 60%, saving over 20 staff hours per week. Inventory alerts cut out-of-stock incidents by 80%, keeping taps flowing and sales steady. Automated customer outreach increased event attendance by 35% and improved email open rates by 50%. According to a Forrester study (2023), businesses using automation see a 20–30% boost in operational efficiency—this brewery’s experience matched and exceeded those benchmarks.

Mini Case Study: Before automation, the brewery’s events manager spent 10 hours weekly on scheduling and reminders. After Flow Genius implemented workflow automation, this dropped to just 2 hours, freeing time for creative event planning and customer engagement.

Key Takeaways + CTA

Automating event scheduling, inventory management, and customer engagement can dramatically cut admin time, reduce errors, and boost revenue. By connecting tools like Zapier, Make, and AI-driven messaging, even small businesses can achieve enterprise-level efficiency. Ready to streamline your operations? Contact Flow Genius to see how workflow automation and AI integration can transform your business: https://flowgenius.ai

FAQ

How long does it take to set up workflow automation for a brewery? Most breweries can implement basic automation in 2–4 weeks, depending on existing systems and staff training needs.

Do I need technical expertise to maintain these automations? No—Flow Genius designs user-friendly workflows and provides ongoing support, so staff can manage day-to-day operations confidently.

Can automation handle last-minute event changes or inventory spikes? Yes, real-time alerts and flexible workflows adapt to changes instantly, keeping staff informed and operations smooth.

What’s the typical ROI for automating brewery operations? Most breweries see a return on investment within 3–6 months through labor savings, increased sales, and fewer errors.