Discover
We map how requests come in today, what details each job needs, and who handles which kinds of work.
EXAMPLE PROJECT
AI customer intake that routes every request
New requests arrive through forms, emails, and phone calls, each in its own shape. AI can turn them into organized jobs or tickets and send each one to the right person.
01 · THE PROBLEM
The problem
Someone reads every request, copies the details into a job list or ticket system, and decides who should handle it. Details get missed, and requests sit unassigned when that person is busy.
Customers repeat themselves because the information they gave did not reach the person doing the work.
02 · SIGNS
Signs you have it
- Requests come in through several channels in different formats.
- Staff copy request details into a job or ticket system by hand.
- Requests often go to the wrong person first.
- Urgent requests are not always spotted quickly.
03 · A FIRST VERSION
What a first version looks like
An example of a focused scope. Your first version, price, and timing are agreed in writing for your project.
- Intake from agreed channels, such as a web form, a shared inbox, and call transcripts where your phone system provides them.
- AI extraction of the agreed details into a structured job or ticket.
- Routing to a person or team by rules you approve.
- Requests that are unclear, urgent, or low in confidence placed in a review queue.
- The original message kept next to the organized version.
04 · HOW WE’D DO IT
How we’d do it
The same four steps as our approach, applied to this kind of project.
Design
We agree on the channels, fields, routing rules, what goes to review, the AI provider, and data handling.
Build
We build the intake and test it with real past requests, including vague, duplicate, and urgent ones, before launch.
Improve
We review the queue and routing with you, adjust the rules, and confirm the agreed criteria. More channels are scoped separately.
05 · QUESTIONS
Common questions
Related: Workflow automation · AI integration
Will this replace our office staff?
It takes over the copying and sorting so people can focus on exceptions and customers. A person still owns every request. How you use the time is up to you.
What if the AI files a request wrong?
The original message stays attached, unclear requests go to review, and routing is tested on past requests first. Anyone can correct a job.
Can it work with the tools we already use?
Often. It depends on whether your job, ticket, or phone system offers a supported connection or import. We check that during discovery.
Where does customer information go?
Request text goes to the AI provider agreed in design, ideally under your own account. What is sent and kept is agreed first.
LET’S BUILD SOMETHING USEFUL
Have a version of this problem?
Tell us how the work happens today and what a useful first version would change. A plain-language description is enough to start.