Give incoming work a clear destination.
Connect construction enquiries, tender documents and job emails to the people responsible. Keep the original message and attachments with the work.
Get In TouchShared inbox
Three messages. Different work.
Estimating · Plans and scope attached
Accounts · Riverside · PO 482
Project manager · Progress photos
Sort the shared inbox without losing the context.
Enquiries, supplier bills and site updates arrive together. The workflow separates them and routes the enquiry with its documents attached.
Turn a tender email into a useful estimating task.
Capture the scope, due date and attachments together. The estimator should not need to search through the inbox to find the plans.
- Keep the original email as evidence.
- Route by agreed work type, location and ownership rules.
Tender handover
New enquiry • Retail fitout
Plans.pdf • Scope.pdf
Quote due Friday
Review documents
Unclear emails stay visible.
An email with no usable job reference should not quietly disappear into the wrong project. Ask the office to choose, then record the decision.
- Show candidate jobs and the reason for uncertainty.
- Keep the correction in the activity history.
Messages needing review
Approved shared mailbox
Keep later messages with the same job.
A revised drawing arrives after the enquiry has become a job. Keep that update with the job history and tell the responsible person what changed.
- Link matching messages to the existing job.
- Highlight a document revision for review.
Parkside renovation
Job correspondence
Start with the tools you already use.
Approved Outlook mailboxes, estimating software and job records. Access is scoped to the mailboxes and actions your business approves.
What we check before building
Approved mailboxes, routing rules, job references and a named person for uncertain messages.
These are illustrative workflows, not a ready-made platform or live client results. We agree the supported connections, approval points and acceptance tests before implementation.
Find where your business loses time and money.
Talk us through your tools and where work gets held up. We’ll talk through what you need and the next step.
Questions about delivery
Can you organise a shared Outlook inbox?
We can design classification and routing around approved shared mailboxes. The connection method, administrator consent and permissions are checked before implementation.
Will AI read every mailbox in the company?
No. Only explicitly approved mailboxes and data are in scope. The access list and handling rules are agreed with you.
What happens when an email is ambiguous?
It goes to a review queue with the source message and any candidate matches. A person resolves the uncertainty.
Can plans and attachments stay with the enquiry?
Yes, where the connected systems allow it. We test attachment access, file limits and the destination before confirming the handover.
Does this replace our email application?
No. Your team can keep Outlook. The tailored workflow connects messages to estimating, accounts and job records.
Can routing change between branches?
Yes. Routing can use approved location, work-type and team rules. Exceptions remain visible rather than being forced into a match.