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Email and enquiry routing

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.

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.

Email and enquiry routingWorkflow
Email and enquiry routing

A tender, a supplier invoice and a site update arrive in the same mailbox. The system identifies each message and sends it to the right team.

Incoming email → identified work → assigned team
Incoming email → identified work → assigned team · Illustrative example

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 handoverWorkflow
Tender handover

Capture the scope, due date and attachments together. The estimator should not need to search through the inbox to find the plans.

Priya • Due Friday • Both attachments retained
Illustrative workflow • Source records and approvals stay visible

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 reviewWorkflow
Messages needing review

An email with no usable job reference should not quietly disappear into the wrong project. Ask the office to choose, then record the decision.

Office decision recorded • Original email retained
Illustrative workflow • Source records and approvals stay visible

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 renovationWorkflow
Parkside renovation

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.

Estimator notified for review • Earlier revisions retained
Illustrative workflow • Source records and approvals stay visible

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. A Systems Review helps identify the connections, workflows and priorities worth exploring.

Book a Systems Review

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.