All case studies

AI automation · Sales inbox

Every enquiry filed, assigned and answered in draft.

AI reads each enquiry from the form or the shared inbox, files it in the CRM, routes it to the right person and drafts a first reply for them to send.

For
Service businesses
Built as
21-Day Build
Website formGmailHubSpotSlack
  1. 1Enquiry arrivesFrom the website form or straight into the shared inbox.
  2. 2AI reads itPulls out the company, contact, service asked about and how soon they need it.
  3. 3CRM updatedMatches an existing contact or creates one, and logs the enquiry against it.
  4. 4Owner assignedRouted by service and region, with a Slack message to that person.
  5. 5Reply draftedA first reply waits in Gmail for the owner to edit and send.

  • 4

    Tools connected

    Form, inbox, CRM and Slack share one record of each enquiry.

  • 5

    Steps with no copy-paste

    From the enquiry arriving to a reply waiting in drafts.

  • 1

    Person check

    Every reply is approved by its owner before it's sent.

"We copy-paste every enquiry from the inbox into the CRM, then work out who should take it."

The problem

In a growing service business, enquiries land in three places: the website form, a shared inbox and people's own email. Someone copies each one into the CRM, decides who should take it and forwards it on.

When that person is busy or away, enquiries sit unanswered. The CRM is always a few days behind, so nobody trusts its numbers, and two people sometimes reply to the same lead.

What we build

One flow that watches the form and the shared inbox. The AI model reads each message and pulls out the fields the CRM needs, then the record is matched or created in HubSpot so there are never two copies of one contact.

Routing rules the sales lead already uses (service, region, deal size) are written down once and applied every time. The owner gets a Slack message with a summary and a link, and a first reply is waiting in their Gmail drafts.

The checks built in

Nothing goes to a customer without a person reading it. Every drafted reply is sent by its owner, not by the automation.

If the AI can't tell what the enquiry is about, it goes to a review list instead of a guess.

It runs next to the old way until the team agrees it's filing enquiries correctly.

Typical stack

  • Website form
  • Gmail
  • HubSpot
  • Slack
How the 21-Day Build works

Businesses

AI automation we buildfor service businesses.

Each one starts in tools a service business already pays for and adds only what's missing.

  1. Payment matching automation

    Bank feedQuickBooksClickUpGmail
    1. 1Payment landsPicked up from the bank feed as soon as it clears.
    2. 2Matched to invoicesCompared with open invoices by amount, reference and client name.
    3. 3Clear matches closedMarked paid in QuickBooks, and the ClickUp project shows the client is up to date.
    4. 4Unclear ones queuedPart-payments and odd references go to a review list with the AI's best guess and why.
    5. 5Reminders draftedOverdue invoices get a polite reminder drafted for the accounts team.

    AI automation · Finance

    4Tools connected

    Payments matched to invoices, with only the odd ones left for a person.

    Bank payments are matched to open invoices as they clear. Clear matches close themselves, and the odd ones go to a short review list with the AI's best guess.

    How the payment matching automation works

  2. Client onboarding automation

    HubSpotAsanaGoogle DriveQuickBooksSlack
    1. 1Deal marked wonThe trigger is the stage change sales already makes in HubSpot.
    2. 2Project set upAn Asana project from the right template, with the team and dates filled in.
    3. 3Files and accessA client folder in Google Drive, shared with the right people only.
    4. 4Billing readyThe customer and first invoice created in QuickBooks as a draft.
    5. 5Team toldA Slack channel opened with the deal notes, so nobody asks sales again.

    AI automation · Operations

    5Tools set up

    One deal marked won, and five tools are ready for the client.

    When a deal is marked won, the project, the shared folder, the first invoice and the team channel are all set up from the deal record, with nothing retyped.

    How the client onboarding automation works

All service-business case studies

Working in 21 days from access, or your build fee back. Half paid only when it works. Full terms

Book a free 30-minute call