Enquiry handling
Capture incoming enquiries, check essential details, assign an owner and prepare the next action. Missing information goes into a review queue instead of silently disappearing.
Workflow automation
Workflow automation that keeps work moving.
Replace the copying, chasing and re-keying between your tools with a dependable process. Kairos Pro designs and implements business workflow automation around the way your team works.
Discuss your businessWhere it helps
Is this the right place to start?
For teams handling repeat enquiries, quotes, onboarding or documents, where work gets delayed between an inbox and the next system. Start with a process that happens often, has clear rules and has someone responsible for its outcome.
Quote follow-up
Track when a quote was issued, prepare reminders and stop the sequence when a customer replies or the quote status changes. Your team agrees the wording, timing and approval points.
Document intake
Read incoming forms or invoices, extract useful fields and route exceptions for review. Name and file documents consistently, then update the relevant record.
In practice
A clear job. A useful result.
Illustrative example
A new enquiry arrives by email. Its details are captured, the right person is notified and a reply is drafted for approval. The record is updated once, with a follow-up task if it remains unanswered.
What we check first
Not every workflow needs AI. Fixed rules are often better for dates, status changes and routing. AI can help interpret varied text, but uncertain results should be reviewed. We assess access permissions, integration limits and ongoing running costs before agreeing the scope.
Implementation
From first conversation to everyday use.
- 01
Map the current process
Identify the trigger, each decision, the systems involved and the exceptions your team handles today.
- 02
Build one complete workflow
Connect the agreed steps with clear approval points and a visible record of what ran.
- 03
Test the awkward cases
Check missing fields, duplicate submissions, changed statuses and unavailable services before handover.
- 04
Measure and improve
Agree how to track processing time, exceptions and manual touches so changes can be assessed against the starting point.
Questions
What to know before you start.
Can you automate our existing process?
We first check the tools involved, how their data can be accessed and which steps have stable rules. Some processes need simplification before they are ready to automate.
Will customer messages send automatically?
Approval rules are agreed before implementation. A first version can prepare drafts and reminders for your team, with automated sending limited to the cases you explicitly approve.
How is a workflow automation project priced?
The scope depends on the number of systems, decision points, data quality and exception handling. The build, software costs and ongoing support are set out before work begins.
Next step
Tell us where work gets stuck.
Bring one recurring problem and the names of the tools involved. We can use that to explore a practical starting point and the scope of a first build.
Discuss your business