Turn routine enquiries into useful draft replies, with your team approving every response. Our Managed AI Workflows service starts with one fixed-scope Enquiry-to-Draft Pilot.
One enquiry type. A measurable result.
Start with a repetitive question your team already knows how to answer. We connect one agreed inbox or form to a draft-review process, using one approved service information source. Your staff check the facts and decide what to send.
We compare drafting and checking time with your current process, alongside corrections and rejected drafts. The pilot ends with a decision to continue, change or stop; savings are measured, not guaranteed.
What the pilot includes
- One enquiry category, one input channel and one review destination agreed before work starts.
- An approved information sheet, versioned instructions and a named client owner and checker.
- A draft reply with source references and missing information clearly separated for review.
- Tests for routine questions, missing facts, misleading instructions in incoming messages, duplicates and connection failures.
- A human approval gate: the drafting component cannot send replies. Your staff send approved responses through their normal process.
- A short operating guide, pause procedure and handover session.
- A results review covering handling time, corrections, exceptions and the next decision.
How we deliver it
Scope: confirm the enquiry type, systems, permissions, volumes, acceptance criteria and delivery dates. You approve the fixed quote before we begin.
Build and test: use invented or approved sample data, then test the review gate and failure routes. Live use starts only after the client owner approves the configured tools, data handling and test results.
Run and review: carry out a bounded live pilot over an agreed period, normally within a 30-day delivery plan once access and source material are ready. Compare results with the baseline and agree whether ongoing care is worthwhile.
Your team checks every reply
The named client checker compares the draft with the approved source, checks personal information, facts, tone and commitments, then selects Accept, Edit or Stop. Missing facts and out-of-scope requests go to a person. Model confidence is never a substitute for checking.
Keep a minimal run record: workflow and instruction version, time, reviewer, outcome, correction category and review time. Avoid duplicating message contents unnecessarily. If the checker is unavailable or the source is no longer current, pause the workflow and use your usual manual process.
Optional monthly workflow care
After the pilot, you can choose a separate monthly care agreement covering the named workflow: checking agreed failure alerts, maintaining its connections and instructions, testing approved changes, and reviewing usage and results.
Your quote defines monitoring frequency, business hours, response targets, usage limits and the included change allowance. New workflows and larger changes are quoted separately. Your staff remain responsible for checking and sending each reply.
Clear pricing and boundaries
Setup and pilot: fixed quote after a suitability review. Ongoing care: separately quoted and optional, with no automatic enrolment. Any VAT, software licences, model usage and hosting costs are identified in the quote, including who pays them.
The pilot does not include automatic sending, unrestricted agents, payment or access changes, regulated professional advice, multiple departments, unlimited changes or 24/7 support. Sensitive or regulated workflows require a separate suitability assessment and scope.
The proposal records where data is processed, permitted access, retention and deletion arrangements, client responsibilities and what happens at handover or cancellation. Third-party platform terms still apply.
From learning to a working process
Explored the examples at Kilwhiss Academy? Bring one suitable process to Automate and we will scope the implementation with you. For organisation-wide AI ownership, risk records and approval arrangements, visit Kilwhiss AI Assurance.
For broader routing and integration options, see Email & Enquiry Processing.
Tell us where replies get stuck
Tell us your enquiry type, approximate weekly volume, the inbox or form you use, and who could approve replies. Do not include customer messages, passwords or sensitive information in your initial enquiry.