Global fund data and technology provider
6 weeks to 4 days
Time to triage and fulfil a request
Request turnaround from 6 weeks to 4 days
Email triage
04 · Email triage and request fulfilment
Every request sorted the moment it lands.
Inbound requests read, classified, costed and routed by AI, then fulfilled through automated workflows, with people handling the exceptions.
In short
We automate how shared inboxes are handled: AI reads each incoming email, works out what's being asked, extracts the details, estimates the cost or priority and routes it, and standard requests are then fulfilled automatically. For a global fund data provider, the time to triage and fulfil a request fell from 6 weeks to 4 days.
Sound familiar?
Signs this is costing you more than it should.
- Skilled people spend hours a day reading and sorting a shared inbox
- Requests sit unanswered because nobody is sure whose they are
- Every request has to be costed or scoped by hand before work starts
- Clients chase for updates because they can't see progress
What we automate
What changes, step by step.
- 01
Classification
Each email categorised by type, urgency and client as it arrives.
- 02
Extraction
The details that matter, such as references, amounts, dates and attachments, pulled out and structured.
- 03
Costing and prioritising
Requests costed or prioritised from their details, without manual estimation.
- 04
Routing
Sent to the right person or workflow, with the context already gathered.
- 05
Fulfilment
Standard requests completed automatically end to end.
- 06
Acknowledgement and updates
Senders told what's happening, without anyone typing it.
Works withOutlook / Microsoft 365Gmail / Google WorkspaceShared inboxesCRM and ticketing toolsand most tools with an API
Proof
Request turnaround from 6 weeks to 4 days.
Global fund data and technology provider. Read how we did it
Before
6 weeks
- 01Request waits in a shared inbox
- 02Someone reads it and works out what's needed
- 03Cost estimated by hand
- 04Passed to the right team
- 05Fulfilled manually
After
4 days
- 01AI reads and classifies the request on arrival
- 02Details extracted and cost estimated automatically
- 03Routed to the right workflow
- 04Standard requests fulfilled automatically
- 05Exceptions go to a person with full context
Results
Where we've done this.
In delivery
Insurance property restoration firm
Automating invoicing, finance and email triage across the claims and job lifecycle.
Results to follow once the work has run long enough to measure.
Questions
Common questions.
What if the AI misreads an email?
It's designed for that. When it's not confident, the email goes to a person instead of guessing. You also get a log of every decision, so mistakes are easy to spot and correct.
Does it reply to clients on its own?
Only if you want it to, and only for routine acknowledgements. Substantive replies are drafted for a person to approve.
Will it work with our shared mailbox?
Yes. We connect to Microsoft 365 and Google Workspace shared mailboxes through their official APIs.
Also automated
The rest of the operation.
- 01
Contracts and associates
Contracts and SOWs generated from CRM data, approved, signed and filed without anyone copying fields between documents.
Seconds
Contract generation, previously hours
- 02
Finance and invoicing
Expected, received and missing invoices tracked in one place, checked against what was agreed and pushed into your finance system.
8 days to 4 hrs
Monthly invoicing run
- 03
Reporting and management information
Management and client reports built automatically from the systems that hold the numbers, with AI drafting the commentary.
Live data
Management reporting, no month-end spreadsheet build
- 05
Research and outreach
Company and executive research, scoring, reporting and first-draft outreach prepared by AI and approved by a person.
70–90%
Estimated reduction in hands-on research time
Free Operations Audit
Find out what email triage and request fulfilment automation would save you.
Book a free 45-minute Operations Audit. You'll get a written summary of your top three automation opportunities, with estimated hours saved, within 3 working days.
Book a free Operations Audit
If there's nothing worth automating, we'll tell you.
What happens next
- 1Pick a time that suits you
- 2Tell us briefly which process hurts most
- 3We map it together in 45 minutes
- 4Your written summary arrives within 3 working days