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Quote requests and support cases land in the shared mailbox, and everyone hopes someone else will deal with them. The Business Optimizer recognises every incoming item, captures the data and prepares the reply as a draft. You read, edit and send. It makes sure nothing sits unnoticed any longer.
Monday morning in the office: the shared mailbox holds a quote request sent on Friday afternoon. A colleague has seen it and knows prices need clarifying. Another colleague has seen it too and assumes she will take it. Then the phone rings, a customer walks in, and the mail slips down a page.
On Wednesday the prospect asks again. Now someone has to find out who was responsible, read the request in peace and start from scratch. A support case in the same mailbox fares no better: nobody deliberately let it sit, but nobody deliberately took it on either.
The problem is not lazy staff. The problem is that a shared mailbox has no owner, no deadline and no reminder.
Whoever picks up a forgotten request first has to work out what is already settled and what is not. That work exists only because the item was not captured straight away.
People who send an inquiry usually send several. If someone else answers first, the order is often gone before your quote is written.
Every chaser from a customer signals that they do not feel taken seriously. Inside the team, the argument about who should have acted stays behind.
From the incoming item to the reply, the software does the groundwork. What goes to the customer stays your decision.
Mails from the Microsoft 365 mailbox and requests from the web form run through the same pipeline. Advertising and system messages are filtered out first. An AI assigns the case type and reads text and attachments. If a detail is missing, the field stays empty.
The reply draft is written in your tone, with your signature and your text blocks. It confirms receipt and asks for what is missing. It waits in the Outlook drafts folder, and a person sends.
The case goes to a fixed handler or is spread evenly across the team. For each case type you set a deadline in working hours. When it is missed, the handler is notified, and then the case escalates to the administrators. More under deadlines and escalation.
If the customer does not answer your question, a draft for a reminder is created. After the configured number of reminders the software gives up. How customers get to ask less often is covered in fewer calls, more clarity.
A request arrives by web form or mail. All names and values are invented sample data.
Subject: Request maintenance ventilation system
From: purchasing@example-company.com
"We are looking for a quote for the yearly maintenance of two ventilation systems in our hall. Our preferred date is early December."
Attachment: system-photo.jpg
The message is not advertising and belongs to no running case. A new case of type "quote request" is created. It is assigned to a handler, and the deadline starts running.
Draft in the Outlook drafts folder
"Thank you for your request about maintaining your two ventilation systems. So that we can prepare a quote, please tell us your contact person and the location of the hall."
The draft confirms receipt with the captured data and asks for what is missing. The case number is in the subject, so the customer's reply finds its way back to the same case. Nothing is sent until you approve.
In an intro call we show it on your own incoming items.
The Business Optimizer does not answer any request behind your back. Replies wait as drafts, and a person sends. Automatic sending exists only as a deliberately enabled option for each case type. Every new type starts in observe mode: in the live monitor you see how the software classifies your real incoming items before it does anything. The AI's reasoning is visible, and a correction is one click.
What the software takes off your plate is the groundwork. How much time that could be in your company, you can work out with your own assumptions in the time savings calculator. An overview of all functions is on the Business Optimizer overview.
Tell us which mailbox collects the most unanswered items. We will show you, using your own incoming items, what the Business Optimizer makes of them.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
Every incoming item from the Microsoft 365 mailbox or the web form is captured as a case and assigned to a handler. A deadline applies to the case type, and when it is missed the software reports and escalates. Nothing depends on someone happening to look.
Not by default. The reply waits as a draft in the Outlook drafts folder, in your tone and with your signature. You read, edit and send it yourself. Automatic sending exists only as a deliberately enabled option for each case type.
The AI takes over only what is in the text or the attachment. Missing fields stay empty instead of being guessed. The reply draft can ask the customer for the missing details.
A draft for a reminder is created. After the configured number of reminders the software gives up. Here too, a person sends.
For each case type you set a deadline in working hours, counted with the calendar and public holidays of your federal state. Once it is missed, the assignee is notified. If the case keeps sitting there, it escalates to the administrators.
The live monitor shows which case is in which step and why the AI decided as it did. A correction takes one click. Before going live, every new case type runs in observe mode.