Virtual AI Receptionist
An always-on email/voice receptionist that classifies inbound messages, checks for existing records, offers tailored options to new contacts, and can book discovery calls—so enquiries are handled promptly and consistently.
A contact-form submission or inbound email (via webhook) triggers parsing that extracts the sender’s name, email, message and timestamp; if no name is present, it uses a polite fallback greeting.
An AI step analyses the message and returns a structured classification (e.g., “EXISTING” or “NEW”) with a confidence score; a router then sends the enquiry down the appropriate path.
The system asks the sender to spell their email, normalises inputs (e.g., “at”→“@”, “dot”→“.”), validates, searches the CRM, and—if found—greets them by name and company; if not, it switches to the new-client path.
After a short overview, the receptionist offers a choice: (1) book a 45-minute discovery call, (2) receive a concise guide by email, or (3) continue the conversation—contacts can reply with 1/2/3 to choose.
The system checks the calendar, proposes available slots, then sends a confirmation and meeting invite via email once a time is chosen.
Replies use UK English, 24-hour times, and day-month-year dates; it follows defined handover/transfer rules and avoids storing or requesting emails in the new-client path (the destination agent manages details).
A conversational AI layer, a CRM for lookups/record creation, email for sending responses and guides, and a calendar for scheduling—stitched together by the orchestration workflow.
Engagement metrics show what’s working; the ratio of existing-to-new enquiries signals brand reach; and option-choice patterns reveal whether prospects prefer to talk, read, or continue via email.
24/7 coverage, personalised and professional responses, efficient classification/routing, seamless CRM/email/calendar coordination, and a scalable design for both voice and email channels.
Automated Technical Quotation
It’s an end-to-end flow that collects a client’s project details, evaluates requirements, selects a best-fit product, structures the data, and produces a professional quotation—automatically
A new enquiry captured in a secure intake (e.g., form or sheet) triggers the process. Entries are filtered, sorted, and aggregated into a structured feed for downstream steps.
Core project dimensions, system preferences, site notes, and contact details—just enough to size the requirement and generate a client-ready document.
The system applies standard sizing calculations and predefined decision rules to estimate demand and eligibility. Out-of-scope requests are gracefully declined.
Options are filtered by system type and required capacity; only items that satisfy the calculated demand are considered. The workflow returns the best match and required accessories when applicable.
Pricing is pulled from a fixed, safeguarded database and combined with quantities and any accessories. Taxes (e.g., VAT) are computed from structured fields to produce clear line totals and grand totals.
The selection is transformed into clearly typed fields—like product code/description, output, quantity, unit price, line total, price excl. tax, tax, and price incl. tax—ready for calculation and templating.
A document template is populated with client and product details, dynamic pricing, tax and references, and exported to a polished PDF suitable for sharing.
Yes—relevant brochures are located from an approved repository and included alongside the PDF quote to give the client all key information in one message.
The system composes a personalised email, attaches the quotation PDF and brochure(s), and sends it to the client automatically—end to end.
Rapid turnaround, consistent and professional documents, tailored recommendations, and a scalable, repeatable process that elevates client experience and operational efficiency.
Platform & Deployment
It tackles slow responses, inconsistent customer records across tools, and the cost/complexity of stitching multiple systems together.
A unified layer that combines an AI assistant, optional voice agent, a workflow engine, and CRM integration—so interactions are fast, accurate, and cost-efficient.
A knowledge base with RAG powers the assistant; a voice agent handles calls; a workflow engine orchestrates tasks; and CRM/control-plane components store and sync data.
The flow checks for an existing CRM record, pulls history if found, captures details if new, segments/tags the lead, and books an intro or demo.
Detect low engagement, automate thoughtful follow-ups, share relevant technical resources, and continuously analyse conversion signals to improve ROI
Yes—quotes are created from defined pricing models and bill-of-materials inputs and then sent for instant feedback, with safeguards to keep outputs consistent.
Encryption in transit/at rest, role-based access, isolated environments, daily backups with recovery tests, GDPR alignment, and continuous monitoring/patching.
New environments are spun up from a prepared image, workflows and backups are restored, CRM links are connected, RAG is trained, then you launch and scale resources as needed.
Discovery & setup (scope, data migration, workflow config), training/adaptation (tuning RAG to your catalogue), and a managed service for ongoing improvements.
A one-time setup fee based on environment complexity, plus a monthly retainer that covers hosting, maintenance, and the managed service.
AI Assistants & Enquiry Handling
A virtual helper that understands questions, searches approved information, and drafts clear replies—handing off to a person only when an exception is detected.
Yes. The system is monitored in real time; if it encounters missing/conflicting inputs or a policy trigger, it flags a human to review. Routine cases remain fully automated.
Messages are classified by topic and urgency, then routed to the right path (sales, support, technical). Context is preserved so you don’t need to repeat yourself.
Each workflow runs in a deterministic mode: strict prompts, fixed rules, and retrieval from approved sources only. This reduces improvisation and prevents “hallucinations.”
Common pre-sales queries, product fit basics, booking requests, and “who should I speak to?” routing—escalating only when necessary.
Yes—messages can follow your style guidance (e.g., UK English) and approved tone for a natural, on-brand experience.
Yes. It can assemble customer-ready documents from templates and attach approved brochures or links when relevant.
It halts, flags the case, and requests review instead of guessing—keeping outputs reliable and auditable.
We only automate actions that platforms permit and avoid bots/scrapers or mass unsolicited messaging; manual review is used where required.
Speed to first response, qualified enquiry rate, meetings booked, and downstream outcomes; alerts fire when SLAs risk a breach.
Content & Workflow Automation
Repetitive tasks like form intake, routing, document generation, daily updates, summaries, and analytics—always within platform rules.
Fully automated once a client is set up: pre-programmed workflows calculate requirements, pull prices from a fixed, safeguarded price database, and produce templated quotes. You monitor in real time but only step in on exceptions.
Deterministic inference, read-only versioned datasets, strict prompts with allowed-values/format checks, and validation before sending. If any check fails, the workflow stops and requests review.
Yes—drafts are generated from verified facts and may be scheduled or routed for human approval, depending on policy.
Use public sources only, respect site terms/robots.txt, limit request rates, and post within allowed platform limits.
Construction leadership, building services/energy stakeholders, and architecture/design decision-makers—each with distinct pains (risk, efficiency, sustainability).
(1) Form leads → scoring/route/notify → conversions feedback; (2) Website/organic forms → discovery flow; (3) Human-send outreach with AI-drafted messages.
Value-led, short, context-aware notes (e.g., risk reduction, energy savings, or quick educational invites) with clear next steps—never generic spam.
Reach/engagement, lead quality, time-to-contact, meetings/demo rates, and ROI (cost per lead/meeting; opportunity rates), with alerts on SLA risk.
Start with one or two workflows, define success metrics, enable lead sync, approve messaging, and review dashboards weekly to iterate.
Knowledge Search (RAG) & Answers
A method where the system searches your approved knowledge first, then drafts an answer grounded in those sources.
It boosts accuracy, keeps answers current, and reduces hallucinations by grounding outputs in curated content.
Manuals, datasheets, policies, FAQs, help articles, and selected web pages that you explicitly approve.
Questions from chat, contact forms, email, or apps are routed to the RAG engine; results and context are logged back to your CRM for continuity.
It keeps multi-turn context (preferences, prior mentions), so follow-ups feel natural without repeating details.
For a durability question, the system retrieves verified guidance on finishes and explains trade-offs in plain language—aligned to the user’s stated preferences.
EU/UK data residency, encryption in transit/at rest, data minimisation/anonymisation before indexing, role-based access, and auditable retrieval logs.
Deterministic prompts, allowed-source constraints, versioned content, and validation gates that fail closed if evidence is missing.
Yes—RAG doubles as a training and support aid, giving staff quick, accurate references to complex product details.
The knowledge base is refreshed so new guidance is used automatically in subsequent answers. (Reflected in the described cross-channel/CRM integration approach.)
Privacy, Security & Compliance
Data stays in EU/UK locations, is encrypted in transit and at rest, access-controlled, backed up daily, and retained only as long as needed—with erasure available on request.
Isolated per-client environments, hardened servers, TLS everywhere, encrypted credentials/execution history, limited log retention, and active monitoring/alerts.
Access, rectification, erasure, restriction/objection, portability, and protection from solely automated decisions with significant effects, with clear instructions on how to exercise them.
Roles and responsibilities, data categories, lawful bases, processing purposes/duration, security controls, sub-processors, international transfers, data-subject rights, and breach-notification terms.
We minimise and anonymise prompts, use secure channels, and rely on enterprise terms that prevent training on your data; prompts and outputs remain within defined retention limits.
Encrypted 3-2-1 backups (multiple copies, different media, one off-site), defined retention schedules, and deletion of expired backups; erasure requests are honoured in live systems and queued for backup expiry.
Transcripts are stored securely, access-restricted, backed up like other data, anonymised before any external processing, and retained only as long as necessary.
Yes—processing is kept within EU/UK residency by default; if transfers are required, they’re covered by appropriate contractual safeguards documented in the DPA.
We operate a formal incident process with detection, containment, notification, and post-incident review; notification duties and timeframes are defined in the DPA.
Role-based access controls limit who can view/edit sensitive data; retrievals and system actions are logged for accountability and reviewed to ensure ongoing compliance.