Answer email enquiries automatically with AI
The same questions, the same answers, the same forwarding every day. AI can categorise, answer or prepare incoming enquiries without fobbing customers off with a robot.
In short
An AI reads every incoming enquiry, recognises what it's about and how urgent it is, pulls the information it needs from your documents and drafts a reply. Standard questions can be answered directly; everything else lands, sorted and with a draft, with the right person.
Who this pays off for
- You receive more than 10 to 20 enquiries a day by email or contact form
- Many of them are recurring questions: prices, availability, process, opening hours
- Enquiries need forwarding to different people or departments
- Replies often take more than a day today, and jobs are lost because of it
How the process works
- 1
Enquiry arrives
By email, contact form or booking tool, everything lands in one place.
- 2
AI categorises
Topic, urgency and language are recognised; key details like name, company or preferred date are extracted.
- 3
Reply is drafted
Based on your prices, FAQ and text snippets, in your company's tone.
- 4
Approval or direct send
Standard questions go out directly, everything else lands with the right person, draft included.
- 5
Follow-up
If an enquiry goes unanswered, the system sends a reminder automatically.
What you can realistically expect
For typical service businesses, a large share of enquiries can be answered fully or with a quick approval. The biggest gain is often not just time saved but speed: whoever replies within minutes rather than days wins the job far more often.
A learning phase matters: for the first weeks, a person checks every reply before it goes out. Only when quality is right are individual categories released for direct sending.
Data protection
- Process only the content needed for the reply
- Choose AI services with EU processing or proper data processing agreements
- Detect and exclude sensitive details such as health or bank data before processing
- Log every automatic reply so it stays traceable what was sent
Costs
A solution that categorises enquiries and drafts replies typically costs €900 to €2,500 one-off (incl. VAT), depending on the number of categories and connected tools. Running costs are usually €20 to €80 a month. How to work out whether it pays off for you is covered in our guide on the cost of AI automation.
What people usually ask
01Will customers notice the reply comes from AI?
Done well, not from the tone, because replies are based on your own texts. We still recommend transparency, such as a short note on fully automatic replies.
02Does this work with Outlook, Gmail or our contact form?
Yes, common email services and forms can be connected. Industry software is often possible too if it has an API.
03What happens with enquiries the AI doesn't understand?
They are never sent automatically but land, flagged, with a person. Uncertainty is detected, not glossed over.
04Can the AI reply in English or other languages?
Yes. The enquiry's language is detected and the reply drafted in the same language.