Automate office tasks

Every inquiry has an owner

Unclear inquiries get targeted questions and a named person who accepts them. Anything open stays visible until someone has replied.

Who it's for
Consultancies, engineering firms, and IT service providers where every inquiry needs clarifying before someone on the team suggests a call.
Programs
  • Email inbox
  • Contact form
  • Customer records
  • Team chat
  • Calendar
AI
Optional
Starting point
One form, one service, set questions

The workflow at a glance · 6 steps

See it step by step
  1. Step 1 – Trigger: An inquiry lands in one place
  2. Step 2 – Automatic: The inquiry is linked to the customer
  3. Step 3 – AI · optional: What's missing is spotted
  4. Step 4 – Automatic: A brief goes to the person in charge
  5. Step 5 – You decide: The person in charge accepts
  6. Step 6 – Result: Next step with a date
  • How a task flows
  • You decide here
  • Optional
Where things stand

How it often runs today

One inquiry comes in through the form, another by email with an attachment. Often something important is missing: the scope, the timing, or who decides on the customer's side. The inquiry gets forwarded, someone checks whether it's an existing customer, and the team sorts out in chat who will get back to them. By the time the first real reply goes out, several people have read the same inquiry.

Where it gets stuck day to day

  1. Key details are missing, so the inquiry sits and waits
  2. It's unclear who is looking after the inquiry
  3. Nobody quite knows whether anyone has replied yet
  • Forward inquiries to the team (between Email inbox and Team chat)
  • Work out what is actually needed (between Contact form and you)
  • Check whether it's an existing customer (between you and Customer records)
  • Write clarifying questions one by one (between you and Email inbox; point 1 above)
  • Sort out in chat who takes it on (between Team chat and you; point 2 above)
  • Remember to chase replies (between you and Calendar; point 3 above)
Today: You are the link between five programs.Where it gets stuck (see above)
The workflow

Step by step

This is how the workflow can look once it is set up: six steps, one of them yours.

Step 1 – Trigger: An inquiry lands in one place

A form or an email starts the workflow. Every inquiry gets one entry with its original text and attachments instead of being forwarded.

  • Form
  • Inbox

Instead of: Forward inquiries to the team

Step 2 – Automatic: The inquiry is linked to the customer

Known contacts are linked to the customer records, and a second message joins the same inquiry. Someone on your team checks uncertain matches.

  • Customer records

Instead of: Check whether it's an existing customer

Step 3 – AI · optional: What's missing is spotted

The inquiry is compared with what you need for a first conversation. If something is missing, a short question about just that is prepared. AI can help with free-form text; a good form works without it.

  • Email
  • Form

Instead of: Work out what is actually needed, Write clarifying questions one by one

Step 4 – Automatic: A brief goes to the person in charge

Based on your rules, for example by service or region, a person is suggested. That person gets one brief with the request, the customer record, and the question.

  • Team chat

Instead of: Sort out in chat who takes it on

Step 5 – You decide: The person in charge accepts

Whoever is in charge takes on the inquiry, sends the question, or calls directly. Anyone who can't take it hands it back.

  • Team chat
  • Email

Step 6 – Result: Next step with a date

The reply, the next step, and the date are recorded with the inquiry. If the customer doesn't answer, a reminder arrives.

  • Calendar
  • Email

Instead of: Remember to chase replies

What changes

The same programs, less manual work

Your programs stay. The workflow handles the work in between, and you step in where your decision is needed.

Today: You are the link between five programs.With automation: Your programs are connected. You take it on.

  1. Before: Inquiries get forwarded until someone picks them up

    With the workflow: Every inquiry has a person who has accepted it

  2. Before: Clarifying questions are written from scratch each time

    With the workflow: The question is prepared and asks only what's missing

  3. Before: Someone checks by hand whether it's an existing customer

    With the workflow: The inquiry is linked to the customer record

  4. Before: Only the person working on an inquiry knows it's open

    With the workflow: Every inquiry shows its next step and date

Building blocks

What the workflow is made of

Where the details come from, what connects them, and where they end up. Below: how you stay in control.

Input

  • Email inbox
  • Contact form
  • Customer records

Processing

  • Automation that links and routes inquiries
  • OptionalAI to summarize free-form inquiries

Output

  • Team chat
  • Calendar

Control

  • The person in charge accepts explicitly
  • The person in charge sends questions themselves
  • Someone on your team checks uncertain matches

Your data

Inquiries and customer data stay in your programs. You decide which details a first conversation needs and who is responsible for what. We only use AI services with your consent.

How to start

Start small, then build out

We implement larger solutions in stages. Before you invest in expanding them, we test the first version in your business.

  1. One slice, up to your decision

    Prototype

    One form, one service, set questions: a small prototype tested with real inquiries.

  2. The whole workflow, in daily use

    Put it to work

    Real inquiries run through it. Each one has a person who accepts it and a next step.

  3. More inputs and results

    Build out

    Add the inbox, rules for more services, and a view of which details are often missing.

Where do your inquiries wait?

Tell us where inquiries arrive and what has to happen before someone replies. In a free intro call, we'll look together at a first step.

Book a free intro call