Prepare enquiries for a response
Bring an email or form submission together with the relevant information, suggest where it should go and prepare a draft reply. Your team can check the details, adjust the response and handle anything unusual.
Practical AI for work people already do
Spend less of the working day copying information, sorting documents and preparing routine replies. We review the task, connect the right tools and test an AI or automation workflow with your team.
Which tasks keep taking your team's time?
Look for work that repeats, uses information you already hold and has an outcome someone can check. These are examples we can explore with you; the right approach depends on your systems, data and the people doing the work.
Turn documents into usable records
Extract agreed fields from incoming documents, flag missing details and send checked information to the right place. Keep the original document available so someone can verify the result.
Find answers in your own information
Help staff search approved guidance, policies or service information and prepare answers linked to their sources. Agree which material the tool can use and preserve the access restrictions around it.
Reduce rekeying and report preparation
Move information between forms, spreadsheets and business systems, then prepare recurring summaries. Use defined rules for transfers and calculations, with AI where interpreting or summarising text would help.
How does your work arrive?
Let’s walk through a workflow together.
From inbox to understood enquiry.
A new customer email arrives. An automation rule assigns it to the AI assistant, which reads the message and structures the enquiry.
From: Customer
Subject: Support for three new locations
Hello,
We’re preparing to open three new locations and would like your support coordinating the rollout.
Could you let us know how you could help us plan the next steps?
Kind regards,
Customer
- Request type
- New location rollout
- Number of locations
- 3
- Support required
- Rollout coordination
- Target dates
- Not provided
Enquiry understood. Ready for the next step. This is an illustrative email, not a connected customer inbox.
Animation description: a fictional customer email arrives and an inbox rule assigns it to the AI assistant. The assistant highlights three new locations and support coordinating the rollout, populating the corresponding fields. It identifies target dates as missing information. The scene ends with the structured enquiry ready for the next step.
Workflow prepared. People take the next step.
New location rollout
3 locations · Customer enquiry · Prepared by AI
The AI uses the understood enquiry to prepare responsibilities for four teams.
Source: Customer enquiry
Subject: Support for three new locations
- Sales: Clarify rollout scope and target datesNeeds input
- Operations: Review operational capacityWaiting for dates
- Finance: Review commercial termsPending scope review
- Account Management: Coordinate customer responseWaiting for team reviews
Next action: Sales. Target dates were not provided. Customer dates need confirming before rollout planning.
These responsibilities are prepared, not completed. People still need to confirm scope, review capacity and approve terms before a customer response is sent.
Animation description: the window remains steady as Mail changes to Workflow. The source email reference appears before the prepared task list. The source email remains identifiable. Four team tasks populate in sequence, all awaiting input or review. The Sales task receives focus because target dates are missing. This prepared state leads into the Sales clarification task; no task has been completed or response sent at this point.
Waiting for customer details
New location rollout
3 locations · Customer enquiry
The AI identifies missing opening dates and rollout requirements, then prepares a clarification email. A Sales representative reviews and authorises it before it is sent in this illustrative workflow.
Source: Customer enquiry
Subject: Support for three new locations
Clarification draft (approved by Sales)
To: Customer
Subject: Re: Support for three new locations
Hello,
Thank you for getting in touch about your upcoming location rollout.
To help us assess the support required, could you confirm the target opening dates for each location and provide any additional details about your rollout requirements?
Once we have this information, we can coordinate the next steps with the relevant teams.
Kind regards,
Sales Team
Clarification request sent. Waiting for customer reply.
- Sales: Clarify rollout scope and target datesWaiting for customer
- Operations: Review operational capacityWaiting for dates
- Finance: Review commercial termsPending scope review
- Account Management: Coordinate customer responseWaiting for team reviews
Clarification requested. Rollout planning will continue once the required details are received.
Animation description: the Sales task opens in the existing workspace. AI prepares the draft in three short content updates, then waits. The Sales reviewer status changes to Approved by Sales two seconds after the review heading starts; no simulated cursor is shown. The interface shows Approved by Sales followed by Clarification request sent. The overview returns with Sales waiting for the customer and the other responsibilities unchanged. This waiting state holds before the later customer-reply chapter. No downstream decision has been made at this point.
The next teams are ready.
New location rollout
3 locations · Customer enquiry
Later, the customer replies to the clarification email. The AI structures the proposed opening dates and support requirements. Sales confirms the revised scope before the next team reviews become ready.
Customer email reply (illustrative example)
From: Customer
Subject: Re: Support for three new locations
Hello,
Thanks for getting back to us.
We're currently planning the following opening dates:
Location 1: 12 January 2027
Location 2: 26 January 2027
Location 3: 9 February 2027
We would like support coordinating site readiness, supplier scheduling and the opening handovers for all three locations.
Please let us know the next steps.
Kind regards,
Customer
- Target dates
- Received (proposed by the customer)
- Location 1
- 12 January 2027
- Location 2
- 26 January 2027
- Location 3
- 9 February 2027
- Required support
- Site readiness, supplier scheduling and opening handovers
- Source
- Customer email reply
Scope confirmed by Sales. The AI prepared the information; Sales made the scope decision.
- Sales: Clarify rollout scope and target datesScope confirmed
- Operations: Review operational capacityReady for review. Three proposed dates received; capacity and scheduling require Operations review.
- Finance: Review commercial termsReady for review. Sales confirmed the rollout scope; commercial review can now begin.
- Account Management: Coordinate customer responseWaiting for team reviews
Customer details processed. Sales has confirmed the updated scope. Operations and Finance are ready to review.
These dates and messages are fictional demonstration data. Operational capacity and commercial terms have not been approved, and no final customer response has been sent.
Animation description: a Later marker and in-app notification introduce a reply in the same email conversation. The customer message opens within Workflow. Its proposed dates and support requirements are highlighted in two groups and become structured information. Sales reviews the summary and confirms the scope through a labelled status update, without a cursor or robot approval. The overview returns; Operations and Finance become ready for independent review while Account Management continues waiting. The scene holds before those human reviews begin.
The team is ready to respond.
New location rollout
3 locations · Customer enquiry
Sales has confirmed the scope. Operations and Finance are both ready for independent human review. The AI prepares the information; each team makes its own decision.
Operations capacity review
Assigned to Operations. The customer requests rollout support for three new locations.
- Location 1
- 12 January 2027
- Location 2
- 26 January 2027
- Location 3
- 9 February 2027
- Required support
- Site readiness, supplier scheduling and opening handovers
- Scope
- Confirmed by Sales
The dates were proposed by the customer. An Operations reviewer selects Confirm capacity. Capacity confirmed: Operations confirmed support for the proposed rollout dates.
Finance commercial review
Assigned to Finance. The AI presents the three-location rollout, Sales-confirmed scope, received proposed dates and required support. Commercial authorisation belongs to Finance.
The Finance reviewer selects Approve commercial terms. Terms approved: Commercial review approved by Finance. This independent review does not depend on Operations completing first.
- Sales: Clarify rollout scope and target datesScope confirmed
- Operations: Review operational capacityCapacity confirmed
- Finance: Review commercial termsTerms approved
- Account Management: Coordinate customer responseReady to prepare response
Team reviews completed. Both human approvals are required before Account Management can prepare the response. The automation records those decisions and makes the next task ready.
This is an illustrative automation demonstration. No live capacity data or commercial agreement has been verified. The final customer response has not been drafted or sent, and the wider workflow is not complete.
Animation description: Operations opens its task in the existing Workflow application and reviews the customer-proposed dates and rollout scope. Its person-labelled review control records Capacity confirmed. The overview shows Finance still ready for its independent review and Account Management still waiting. Finance opens its prepared summary and its human reviewer records Terms approved. Only when both decisions are recorded does Account Management become Ready to prepare response. The overview highlights Coordinate customer response and holds before Account Management opens its task. The robot organises the information and acknowledges the completed reviews; it does not authorise either decision.
One enquiry. A coordinated response.
AI prepares and coordinates. Your people make the decisions.
New location rollout
Source: Customer enquiry (Support for three new locations)
Account Management opens Coordinate customer response. The AI uses the customer-proposed dates, required support and recorded Sales, Operations and Finance decisions to prepare a reply.
Approved customer response (illustrative example)
To: Customer
Subject: Re: Support for three new locations
Hello,
Thank you for confirming the proposed opening dates and the support required for your three new locations.
Our team has reviewed the rollout requirements, including:
Location 1: 12 January 2027
Location 2: 26 January 2027
Location 3: 9 February 2027
We can support coordination of site readiness, supplier scheduling and opening handovers across the three locations.
We would be pleased to work with you on the detailed rollout plan and next steps.
Kind regards,
Account Management Team
Approved by Account Management. A human reviewer authorises the prepared response before the automation sends it.
- Sales: Clarify rollout scope and target datesScope confirmed
- Operations: Review operational capacityCapacity confirmed
- Finance: Review commercial termsTerms approved
- Account Management: Coordinate customer responseResponse sent
Customer enquiry responded to. All required reviews were completed. The approved customer response has been sent.
The physical rollout remains future work. This fictional demonstration does not connect to a live mailbox or send real emails.
Animation description: the Account Management task opens in the same Workflow application with the customer request, dates, support requirements and recorded internal reviews. AI populates a response draft in three short stages and waits. The Account Management reviewer authorises it through the existing person-labelled, cursor-free approval control. Approved by Account Management precedes Sending approved response and Response sent. The overview returns with all four enquiry responsibilities recorded, the original source enquiry and the AI completion summary. The completed overview holds, then fades into Less chasing. More progress. Build smarter workflows with AI. Stay in control. The robot sits behind a three-dimensional Play again button; either the robot or button restarts the story. There is no automatic loop. The enquiry response is complete; the location rollout has not been delivered.
Start small, with a clear result to test
You can come to us with a task that takes too long or a specific idea for automation. We scope the review, trial and implementation with you, agreeing costs and responsibilities before each stage begins.
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Review one workflow
Map the steps, systems, people and exceptions. You receive a proposed approach, the access and integrations it needs, likely running costs and a practical way to judge whether it is worthwhile.
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Build and test a focused trial
Use approved examples to test the normal work and the awkward cases. Compare handling time, corrections and review effort with the current process before deciding whether to expand it.
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Put it into everyday use
Connect the agreed systems, document the workflow and show your team how to use it. Agree who monitors failures, maintains it and takes over manually if the automation stops.
Make it fit the way your business works
The useful part is a workflow your team can rely on and maintain. We look at the tools you already have, the information involved and what it will take to keep the work running.
Can we use our existing tools?
Often, yes. Microsoft 365 and Power Automate may provide a starting point for forms, notifications and approvals. We check the available connections, licences and permissions before proposing additional software or a custom integration.
Does the workflow need AI?
For copying approved data, applying fixed rules or requesting approval, conventional automation may be enough. AI can help with varied language, documents and drafts, where its results can be checked.
What happens to our information?
We agree what the workflow can read and send, who can use it and where information is processed and retained. Provider settings, permissions and sensitive information are part of the scope before testing begins.
What will it cost to keep running?
Allow for any licences, AI usage, hosting and ongoing maintenance as well as the initial work. We make these assumptions clear and consider review time and likely usage when assessing the benefit.
Start with one repetitive task
Bring one task that takes too much time, along with the tools and steps involved.
We’ll explore whether a simpler process, automation or AI could help, then agree the scope of a review or small trial.
