The Problem: Operational Email Overload
Businesses managing high volumes of service orders, bookings, and job requests receive hundreds or thousands of emails every month. Each email requires staff to read and understand the request, open the ERP system, look up or create records, reply to the client, and forward information to the internal team. This process is repetitive, time-consuming, and error-prone.
Missed emails mean lost revenue. Delayed responses mean frustrated clients. Data entry mistakes mean operational failures downstream. And as your business grows — email volume increases approximately 30% per year — the problem compounds. More emails, more staff, more errors, more cost.
Time Drain
Staff spend 2-4 hours per day reading, classifying, and manually processing operational emails.
Error Risk
Manual data entry from emails into ERP systems introduces transcription errors that cascade through operations.
Scaling Problem
Every 30% growth in email volume requires proportional staff increases — a linear cost that never stops growing.
How Our AI Email Agent Works
Our intelligent automation system monitors your business email inbox continuously. It understands incoming requests using AI, retrieves information from your ERP database, takes automated action, and responds to customers — all without human involvement. When a new job needs registering, the system drives your ERP application directly through its interface, exactly as a human operator would.
Email Monitoring
Connects to your inbox via IMAP, polling every 30 seconds. Every new email is immediately passed to the AI classification engine. The system operates 24/7 — processing emails at 2am the same as 2pm.
AI Classification & Extraction
The email body and any PDF attachments are analysed by the AI engine with your business rules. It determines the request type (new order, reschedule, status enquiry, other), extracts all relevant information, identifies what's missing, and decides whether to auto-handle or flag for human review.
Missing Information Handling
If the AI detects missing details, it drafts a polite reply asking for the specific information needed. When the sender responds, the system re-processes the conversation — looping until all required information is present.
ERP Integration & Action
The agent drives your ERP desktop application directly through its user interface — navigating menus, looking up addresses, populating data fields, creating records, applying templates, and saving. All ERP validations are enforced naturally because the system uses the same interface as your staff.
Post-Action Communication
After completing the action, the agent sends scheduling requests to your field team with full job details, and acknowledgement emails to clients confirming their request has been processed. When your team confirms dates, the agent sends formal schedule confirmations with all relevant details from the live ERP database.
Supported Workflows
The agent handles the full spectrum of operational email workflows. Each workflow is configured through plain-text instruction files that non-technical staff can edit — no code changes required.
1New Job Registration
Client emails requesting new service job
AI extracts address, details, and requirements from email body and PDF attachments
System checks for missing information — asks sender if needed
Site created automatically in ERP via UI automation
Job order registered with correct template, branch, and PO reference
Scheduling request sent to internal field team
Acknowledgement email sent to client confirming registration
2Reschedule Request
Client emails to change a scheduled job
AI identifies the job from PO reference or address
Looks up current status in ERP database
Forwards to field team with full context
Sends acknowledgement to client
When new date confirmed, sends formal schedule confirmation
3Order Status Enquiry
Client asks about existing job status
AI identifies the job and queries ERP for status and dates
Drafts and sends accurate status update reply
Includes job order number, site reference, scheduled dates
4Human Review Flagging
Unrecognised, complex, or sensitive emails detected
Polite acknowledgement sent to sender
Email forwarded to review inbox with [ACTION REQUIRED] prefix
Human handles manually — nothing falls through the cracks
Real Workflow Example
A customer emails asking for the ETA of their order. Here's what happens — in seconds, not hours:
Email arrives in inbox — agent picks it up within 30 seconds
AI classifies it as an 'Order Status Enquiry'
Agent extracts the PO reference or address from the email
Queries the ERP database directly to find the matching job
Retrieves current status, scheduled fieldwork date, and expected delivery date
Composes a professional reply with all relevant details
Sends the reply to the customer — total elapsed time: under 2 minutes
No human was involved. The customer received an accurate, professional response in minutes rather than waiting hours or days.
Security & Safety
ERP Integrity
The AI never modifies your database directly. All changes go through the validated ERP user interface, enforcing every business rule and validation.
Human Escalation
Complaints, legal matters, and anything the AI isn't confident about are always routed to human review. Nothing sensitive is handled without oversight.
Domain Restrictions
Outgoing emails can be restricted to approved domains during testing. A review mode forwards all outgoing messages to a review inbox before sending.
Continuous Learning
Every interaction is logged. A corrections file allows non-technical staff to improve AI accuracy over time. Failed queries are logged for review.
Business Impact
Admin time recovered amounts to hundreds or thousands of hours per year. Staff previously dedicated to email triage are freed for higher-value work. Data entry becomes consistent and accurate without transcription errors. And the system processes emails at any hour — weekends, public holidays, 3am — without overtime costs.
Who This Is For
This solution is built for operational businesses drowning in repetitive email — surveying companies processing builder orders, installers managing job requests, field service businesses coordinating schedules, and any organisation where staff spend hours daily reading emails, entering data into systems, and sending routine replies. If your team is manually handling operational email workflows, there's a better way.