Important Notice About Order Acceptance Timing

Vendors typically prepare and schedule email broadcasts with a list of available BPO orders using data generated shortly before the message is sent. In many cases, this email may be queued for later delivery — sometimes a few hours later, and occasionally the next day.

During the window between preparation and delivery, several things can change:

• Orders may be canceled due to changes from the original client or due to internal vendor workflows.
• The list of available orders may be updated, meaning some of the originally included orders are removed or replaced.
• Some orders may not yet be posted live on the vendor’s platform by the time the email reaches our system.

⏱️ Timing Delays and Email Infrastructure

While our platform uses a robust, fast, and reliable system for email processing, we are ultimately dependent on the vendor’s email delivery systems.

These vendor-side systems can introduce delays due to:

• Batching – Vendors may group multiple emails together and send them in waves to manage server load.
• Queuing – During high-traffic periods, emails may be delayed in outbound queues.
• Out-of-order delivery – Occasionally, emails may arrive in a different sequence than originally intended.

These factors contribute to occasional mismatches between the content of an email (i.e., the orders listed) and the actual availability of those orders when our system attempts to auto-accept them.

📊 What We’re Doing About It

We continuously monitor vendor patterns to better align our automation with their systems. This includes:

• Tracking delivery windows and delays across all vendors.
• Analyzing patterns in email timing and order availability.
• Refining acceptance logic to account for vendor-specific behaviors.

For newer vendors such as Estreet, we are in an active optimization phase, carefully monitoring performance and adjusting our system to match their unique delivery cadence and infrastructure behavior.

What you can do

✅ Make sure you update the unique email address provided to you on all vendor portals for the fastest possible email delivery.

Vendor Email Update vs. Gmail Forwarding

Fast-acceptance vendors like RRR require immediate response. Even small delays can cost you orders.

The unique @email address is currently being assigned to a select group of users. Once we reach a certain limit, new users will be assigned an alternate domain to avoid any potential email deliverability issues or being flagged by vendors.

✅ Our Commitment to You

We understand that missed auto-accept opportunities can be frustrating, especially when you’re trying to maximize volume and efficiency. Please know that:

• We are transparent about these challenges.
• We are actively improving our systems to increase success rates.
• We will continue to adapt to vendor-specific behaviors in real time.

We appreciate your patience and understanding as we work to ensure BPOFlow remains a powerful, accurate, and trusted tool in your workflow.

If you have questions or experience recurring issues with a specific vendor, feel free to reach out — we’re here to help.