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In a trades business almost everything ends up with the owner: enquiries, measuring appointments, quotes, supplier invoices and the customer asking when work continues. During the day the team is on site, so the inbox and the phone get worked through at night. The Business Optimizer reads what comes in, captures the details and prepares reply drafts. You check, decide and send.
Plumber, electrician, painter, joiner or roofer: the day belongs to the customers on site. The phone rings anyway, and the inbox keeps filling. Typical examples:
How this feels in small form is described on the pages Requests left waiting and Fewer calls, more clarity.
Each workflow is a case type with its own fields, status values and responsibilities. You can add custom types as needed.
Comes in: web form or email with photos. Captured: name, address, trade, preferred period, notes from text and attachments; missing fields stay empty. Prepared: acknowledgement and reply draft. You decide: whether and on what terms you quote.
Comes in: email or form with preferred days. Captured: preferred times and reason, stored as an appointment wish on the case. Prepared: a draft that confirms the wish and asks for missing details. You decide: the actual appointment. From the free slots in your Outlook calendar, the software proposes suitable appointments in the draft; only times and status are read, never contents.
Comes in: email with pictures. Captured: job, description, pictures read by text recognition and filed on the case. Prepared: acknowledgement, the responsible person notified. You decide: how to respond.
Comes in: email with PDF. Captured: number, amount, IBAN and due date from email and attachment; whatever is not in the document stays empty. Prepared: structured filing with an overview. You decide: on checking and payment. More under Incoming invoices.
Comes in: the month's captured documents. Prepared: on request a monthly export to your tax accountant, plus CSV export. You decide: what goes to the accountant. The evening with the folder of receipts is gone.
Trigger: a status change such as "Order accepted", "Appointment confirmed", "Work completed". Prepared: an email to the customer with the case number in the subject line. You decide: whether a person reads the message first or it goes out directly.
If your trade software reports events such as "job created" through the interface, they can become a case with a status change. We connect further systems as needed.
An enquiry arrives in the evening through the web form. All data is made-up sample data.
Enquiry via the contact form
Name: Mr Example
Place: 12345 Exampletown
Request: bathroom refurbishment, shower instead of bathtub, new tiles
Preferred period: spring
Measuring: preferably on a Saturday morning
Attachment: 3 photos of the bathroom
It is 8:40 pm. Nobody is in the office any more.
Case V-2026-0231 · Quote request
Draft: [V-2026-0231] Your enquiry for a bathroom refurbishment
"Hello Mr Example, thank you for your enquiry. For the measuring on Saturday morning we will get back to you with a specific time slot."
The next morning the draft is in the Outlook drafts folder. You add the time slot and send.
This is where trades businesses often leave money, because following up takes time. The Business Optimizer captures deductions item by item with a deadline, chases promised credit notes with suppliers and follows up open quotes by draft.
In the intro call we show how that becomes a case with a draft, or you can run the numbers yourself first.
The customer receives an acknowledgement with the captured details. If something is missing, such as a photo or the floor, the software asks. At every status change like "Order accepted", "Appointment confirmed" or "Work completed" the customer gets an email, each with the case number in the subject line. If they reply, their email belongs to their case again. If they stay silent, a draft for a follow-up is created.
For your business this means: whoever covers sees in the live monitor and the history what was agreed. Documents the customer asks for, such as a photo or a plan, are sent after your approval.
Whether you submit a quote, at what price and when the appointment takes place is your decision. The Business Optimizer takes over reading, sorting and drafting. Replies are first ready as drafts; you switch on auto-send only where you deliberately want it. Before going live, observe mode shows what the software would do. The responsibility for everything that goes out stays with you.
How much time this saves in your case, you can calculate in the time savings calculator. If deadlines should stay in view, read Deadlines and escalation. An overview of everything else is on the Business Optimizer page.
Tell us the workflow that costs you the most time in the evening. Using your own enquiries, we show you how it becomes a case with a reply draft.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
No. It takes care of incoming messages, reply drafts, status and documents. Through an interface your program can report events to the Business Optimizer, and we connect further systems as needed.
No. It captures the enquiry with all details from text and attachments and prepares the reply and the appointment wish. The quote and its terms remain your decision.
We set up case types, status values and responsibilities together with you. Observe mode runs first, so you can check what the software would do before anything goes live. Setup and billing are based on effort.
Not by default. Replies are drafts in the Outlook drafts folder and you send them. Auto-send is an option you switch on deliberately for each case type.
Operation takes place in Germany, and on request only European AI models are used. Emails and forms are treated as data, never as commands. Tenants are kept separate.
Attachments such as PDFs and images are read, images by text recognition, and filed on the case. Only what is actually written there is captured, missing fields stay empty.