An inquiry agent that answers listing questions within minutes
A commercial brokerage in the GTA
- First reply to a portal inquiry
- < 5 min
- First reply to a portal inquiry
- Tours booked from portal leads
- 1.5×
- Tours booked from portal leads
The brokerage lists office and industrial units on several portals, and every inquiry lands in one shared inbox. Brokers reply between showings, often the next day, and most first replies repeat what is already on the listing sheet.
- Read portal lead emails and website form submissions from the shared inbox the team already uses.
- Answer only from each active listing sheet: size, net rent, additional rent, zoning and possession date.
- Ask about size, use and move-in date, then offer tour times from the listing broker's calendar.
- Log every conversation and tour in the CRM, and pass rent negotiation and anything not on the sheet to the broker.
First 90 days
An intake agent that collects documents before the first call
A mortgage brokerage in South Florida
- Less time to a complete document file
- 3 days
- Less time to a complete document file
- Fewer status calls to the office
- 35%
- Fewer status calls to the office
Each file needs pay stubs, W-2s, tax returns, bank statements and the purchase contract, and an assistant chases them by email one at a time. Borrowers also call to ask where their file stands, and someone opens the file to read out what it already says.
- Ask the questions on the brokerage's intake checklist, in wording its compliance officer approved, and book a call with a licensed loan officer.
- Send each borrower a list of what is missing, check that every upload is the right document for the right tax year, and file it in the document portal.
- Send reminders on the schedule the file owner sets, and flag anything unclear to a person.
- Answer status questions only from the milestones staff mark in the CRM.
First 6 months
A bilingual enrollment agent that books trial classes
A tutoring centre in Markham
- Reply time on evening inquiries
- < 5 min
- Reply time on evening inquiries
- More trial classes booked
- 25%
- More trial classes booked
Parents ask about trial classes on WeChat and the website form in the evening, after the front desk has gone home. Replies go out the next afternoon, and by then some parents have booked a trial elsewhere.
- Answer in English or Chinese from the centre's timetable, fee sheet and trial policy, through website chat and a WeCom account.
- Ask the child's grade, subject and available days, then offer open trial slots from the class schedule.
- Record each booking in the enrollment spreadsheet and send the parent a reminder the day before.
- Pass questions about placement, refunds or a particular teacher to the centre's director.
First term
A lead agent that answers listing-site inquiries day and night
A used-car dealership in Broward County, Florida
- First reply, day or night
- < 5 min
- First reply, day or night
- More test drives booked from online leads
- 30%
- More test drives booked from online leads
- Fewer test-drive no-shows
- 20%
- Fewer test-drive no-shows
Many leads from listing sites arrive in the evening and on weekends, when salespeople are with walk-in customers or off the lot. The first message is usually some form of “Is it still available?”, and a few cars shown online have already sold.
- Read leads from listing sites and the website as they arrive in the CRM.
- Check each vehicle against the live inventory feed before confirming it is available.
- Ask for the trade-in's year, model and mileage, and offer test-drive times from the sales calendar with a reminder on the day.
- Pass price, financing and trade-value questions to a salesperson with the conversation attached.
First 90 days
A catering inquiry agent and a Xiaohongshu posting pipeline
A dim sum restaurant in Richmond Hill
- Reply time on catering inquiries
- < 15 min
- Reply time on catering inquiries
- Posts published across both platforms
- 3 per week
- Posts published across both platforms
- More catering orders
- 20%
- More catering orders
Office and party catering requests come by email and the website form, often during the dinner rush, and wait until the next day. The owner writes Xiaohongshu and Instagram posts after closing, so weeks go by without one.
- Answer catering questions from the catering menu, minimum order and delivery area, and collect headcount, dietary needs and delivery time.
- Draft a quote from the catering menu for the manager to approve before it reaches the customer.
- Turn kitchen photos and a line from the chef into Xiaohongshu and Instagram drafts, checked against each platform's restricted words.
- Publish the Instagram posts once the owner approves them, leave the Xiaohongshu ones ready for the owner to publish, and report which posts led to catering inquiries.
First 3 months
A recall and waitlist agent that fills cancelled hygiene appointments
A dental clinic in York Region
- More overdue patients rebooked
- 30%
- More overdue patients rebooked
- Cancelled hygiene slots refilled the same day
- 40%
- Cancelled hygiene slots refilled the same day
Patients overdue for a hygiene visit sit on a report that staff work through when the phones are quiet. Same-day cancellations leave hygienists with empty chairs, because there is no quick way to reach patients who wanted an earlier time.
- Read the overdue recall list and open times from the practice management software, using only the fields each message needs.
- Send recall messages in the wording the clinic approved, in English or Chinese, and turn replies into booking requests for the front desk.
- When a slot opens, offer it to waitlist patients and hold the first reply for staff to confirm.
- Keep patient data in the clinic's approved systems, and route any clinical question to staff.
First 6 months
Pickup reminders and vaccine booking in the customer's language
An independent pharmacy in Scarborough
- Fewer prescriptions returned to stock
- 30%
- Fewer prescriptions returned to stock
- Vaccine appointments booked online
- 2×
- Vaccine appointments booked online
Filled prescriptions wait on the pickup shelf for days while technicians call customers one at a time. In flu season, vaccine bookings come by phone and walk-in, and many customers would rather speak Cantonese or Mandarin.
- Send pickup and refill reminders from the pharmacy system's ready list, without drug names, in each customer's preferred language.
- Turn refill replies into requests in the pharmacist's queue.
- Take vaccine bookings through a web page and chat, using screening questions the pharmacists wrote.
- Route every question about a medication, dose or symptom to a pharmacist.
First flu season
A spec and stock agent that drafts contractor quotes
A tile and stone showroom in Markham
- From quote request to a draft ready for review
- < 2 hrs
- From quote request to a draft ready for review
- Less counter time on stock questions
- 40%
- Less counter time on stock questions
Contractors email lists and photos of handwritten takeoffs, such as 80 boxes of 600×1200 matte porcelain with matching bullnose, and someone retypes each line into the quoting system. Questions about box counts and shade lots mean a search in the inventory system or a walk to the warehouse.
- Read quote requests from email and the website form, including photos of handwritten lists, and match each line to a product code.
- Check stock, shade lot and lead time for each line in the inventory system.
- Build a draft quote at the contractor's pricing tier for a sales rep to approve before it is sent.
- Answer spec questions such as slip rating and frost resistance from the manufacturer's sheet, naming the sheet.
First 90 days