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Interactive example · Trades & services

An AI enquiry inbox that sorts and drafts, while a person decides what's sent

Enquiries arrive by email, the website, Facebook and text, mixed in with invoices, applications and spam. Someone reads every one, works out what it is and writes a reply, usually at night. Below, a fictional Sunbury landscaper's inbox has already been read and sorted, with a reply drafted for each. You're the one who approves them.

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In short

An AI enquiry inbox reads every incoming message, sorts it into categories such as new jobs, issues and accounts, pulls out the useful details and drafts a reply in the business's voice. A person reviews and approves each reply before it's sent, and rules set by the business decide what the AI may and may not do.

Interactive demo: AI enquiry inbox

Live demo · Aldous Landscapes, Sunbury is a fictional business with sample data. Nothing you do here is saved or sent.

Aldous Landscapes

Shared inbox · Sunbury VIC

MA

AI output in this demo is scripted to show how it works. Nothing is sent to an AI service.

41messages

36sorted automatically

18 minavg reply(was 5 h)

4.2 hsaved

All

9 messages
  • Facebook message.
    Chris B.8:57am

    how much for a garden?

    how much for a garden?

    New job · Needs detailsDraft ready
  • SMS.
    Jess Porter8:40am

    Move Tuesday's visit?

    Hi it's Jess from Bulla, can we push Tuesday's maintenance visit to Thurs or Fri? Dog's having surgery Tues and we'll be in and out. Thx

    Booking · RescheduleDraft ready
  • Email.
    Lachlan Hart8:31am

    Can we take the gum out ourselves?

    Hey Mel, Quick one before you start on our back yard: can we just take out the big gum near the back fence ourselves? It's maybe 12 m. Do we need a permit or is it fine since it's on our land? Cheers, Lachlan (Riddells Creek)

    Client question · PermitHighDraft ready
  • Email.
    Dan Brooks8:15am

    Mowing every fortnight?

    G'day, After someone to do the lawns every fortnight at our place in Sunbury (off Racecourse Rd). Front and back, maybe 600 m² all up. Edges and blowing too. Can you start before things go nuts in October? Cheers, Dan

    Maintenance · RecurringDraft ready
  • Website form.
    Anika Raman7:48am

    Garden makeover, front and back

    Hi there, We bought a place on Hamilton St in Gisborne last year and the garden is… tired. Keen to redo the front and back: some native planting, a bit of paving for an outdoor table, and ideally a low-maintenance lawn out back. Budget is around $25k. Would love to get started in spring if you've got room. Side gate is about 1.2 m wide if that matters for machinery. Couple of photos attached. Thanks, Anika

    New job · Quote requestHighDraft ready
  • Email.
    Karen Holloway6:52am

    Irrigation leaking AGAIN. Not happy

    Hi Mel, The drip system you put in six weeks ago is leaking near the driveway again. There's water pooling on the path and the turf along that edge is going soggy. This is the second time I've had to chase it and I've got the grandkids over this weekend and the path is slippery. Can someone come out ASAP? Karen

    Warranty / issueUrgentMel notifiedDraft ready
  • Email.
    Basalt Ridge Stone5:30am

    Tax invoice INV-40817, Aldous Landscapes

    Hi team, Please find attached tax invoice INV-40817 for 4.2 t of sawn bluestone pavers, delivered to the Bulla site on Tuesday. Amount due: $4,386.00 inc GST. Terms 30 days. Regards, Basalt Ridge Stone, Accounts

    Accounts · InvoiceIn Xero bills
  • Email.
    Sophie | Growth TeamYesterday

    Rank #1 on Google in 30 days. GUARANTEED

    Hi Aldous Landscapes, I noticed your website isn't on page 1 for "landscaper Sunbury". We GUARANTEE #1 rankings in 30 days or your money back!! Reply YES for a free audit. Sophie

    SpamSuggest archive
  • Email.
    Jack MorettiYesterday

    Landscape labourer role

    Hi, Saw your ad for a landscape labourer. I'm 22, finished a Cert II in Landscaping last year and have my manual licence and my own car. I live in Romsey so Sunbury's an easy drive. Available to start Monday. CV attached. Thanks, Jack

    RecruitmentDraft ready

The AI output in this demo is scripted to show how the software works. Nothing you do is sent to an AI service or to anyone else. A real build uses an AI provider on business terms, sends it only what each task needs, and keeps a person approving every customer reply.

Built for tradies and service businesses with a busy inbox

Three people it has to work for, and what each is hiring it to do

  • OwnerAnswer every enquiry the same day without living in the inbox
  • Office or adminSorted messages, details already extracted, a draft ready to approve
  • CustomerA proper answer within hours, from a person

What you just used

How Aldous Landscapes runs, screen by screen

  1. Enquiry arrivesCustomerEmail, SMS, Facebook, web form
  2. Try this step in the demoSorted, draft readyAI
  3. Try this step in the demoYou approve, sendYouNothing goes out unseen
  4. Try this step in the demoRule runs next timeAI
  5. Try this step in the demoHanded to a personYou
  6. Logged to the CRMSystem

How the work moves through Aldous Landscapes: who does what, and where the software takes over. Steps with a mint mark are ones you can do in the demo above.

  1. Every message sorted, with a reason

    New job, maintenance, issue, invoice, application or spam, each with a confidence score and a plain sentence explaining why. You can see what the AI decided and correct it.

  2. Details pulled out for the CRM

    Name, suburb, job type, budget and timing are pulled from the message into fields you can check and edit, then sent to your CRM or job system in one step.

  3. Replies drafted in your voice

    Warm, local and short, the way you'd write if you had time. Regenerate it, make it shorter or friendlier, or edit it directly. Nothing is sent until someone approves it.

  4. Rules you set, visibly applied

    Never quote a price in writing, send invoices to Xero, text the owner about complaints. Change a rule and the affected drafts change with it, so you can see the rules working.

  5. Guardrails where they belong

    Questions about permits, legal matters or safety are flagged for a person, not answered. Customer replies always need approval, and that setting can't be switched off.

  6. Time back you can measure

    Messages sorted automatically, reply times and hours saved are counted every week, so you can judge it on results rather than enthusiasm.

Built for you

Your rules, not a template's

Built for your business, it would learn your work and follow your rules:

  • Your categories and priorities, based on the enquiries you actually get
  • Your voice, drawn from replies you've already sent and approved
  • Your channels: email, website forms, Facebook, Instagram and SMS in one inbox
  • Your systems: CRM, job management, calendar and Xero for bills
  • Your rules about prices, promises, escalation and who gets told what
  • An AI provider on business terms that doesn't train on your data

Connects to what you already use

Where a tool offers an API or a calendar feed, the build talks to it directly. Your data stays in accounts you own.

  • Gmail
  • Microsoft 365
  • Website forms
  • Facebook
  • Instagram
  • SMS
  • Xero
  • HubSpot
  • ServiceM8

Reading everything yourself, a chatbot, or an AI inbox?

A chatbot answers people on your website in real time, which suits simple, repetitive questions. An AI inbox works behind the scenes on everything that arrives, with a person approving what goes out.

CriteriaReading it all yourselfWebsite chatbotAI inbox with approval
Covers every channelYes, slowlyWebsite onlyEmail, forms, social and SMS
Who replies to customersYouThe bot, directlyYou approve every AI draft
Risk of a wrong answer reaching a customerLowReal, unless tightly scriptedLow; nothing sends without approval
Details into your systemsRe-typedSometimesExtracted and pushed in one step
Time savedNoneOn simple questionsOn sorting, typing and chasing
Best whenA handful of messages a dayThe same few questions, all dayDozens of mixed messages a week and replies that matter

How we'd build yours

Fixed price, agreed before we start

  1. Read a month of your messages

    With your permission, we sort a sample of real enquiries by hand to work out your categories, your voice and what should never be automated.

  2. Fix the scope and the price

    Channels, categories, rules and integrations in the first version, with one fixed price and the expected running cost written down before we start.

  3. Run it in shadow mode first

    For a couple of weeks it sorts and drafts while you keep working as normal. We compare its choices with yours and tune it until it agrees with you.

  4. Switch on approvals and measure

    Once you trust the drafts, you approve from the inbox. We report weekly on messages sorted, reply times and hours saved.

What moves the price

Custom work is quoted individually, at a fixed price, once the scope is written down. These are the things that make the biggest difference.

Channels
One email inbox is simplest; social and SMS each add a connection.
Integrations
Pushing jobs into your CRM or calendar needs their APIs.
Volume
AI running costs scale with messages, a small fraction of a wage for a small business.
Rules and guardrails
More escalation paths and exceptions mean more testing.
Australian app build costs, published openly

When you shouldn't build this

If you get a handful of messages a day, reading them yourself is faster than any system, and this would be money spent on novelty. A shared inbox like Front or Missive is the cheaper middle step. Custom pays for itself when mixed messages arrive across several channels, replies are going out late, and someone's evenings are going on the inbox. Even then, anything a customer sees stays with a person to approve.

Want this, with your name on it?

Tell us how the work runs today. We'll reply within one business day with what we'd build first, what we'd leave out, and whether an off-the-shelf tool would serve you better.

Email

jayson@pixelapps.com.au

Location

Macedon Ranges, Victoria

Serving clients across Australia

Only if a quick call would be easier than email.

What are you after?(optional)
Rough budget(optional)

A range is enough. It helps us recommend the right approach, not the biggest one.

We reply within 24 hours. No obligation, and we never share your details.

Common questions

A shared inbox where an AI step reads each incoming message, sorts it into a category, pulls out the key details and drafts a reply. A person reviews and approves replies before they're sent, and the business sets rules for what the AI may do.

Not in how we build it. Customer replies are drafted and wait for a person to approve them, and that setting stays on. Internal actions, such as filing an invoice or notifying the owner, can run automatically if you choose.

Yes. It's tuned using replies you've already written and approved, so drafts match your tone and phrasing. You can still edit any draft, and edits help keep future drafts in your voice.

To the AI provider used for each task, only for as long as it's processed, on business terms where the provider doesn't train on it. We send only what each step needs, and messages stay in your own systems.

Build cost is quoted at a fixed price. Running costs depend on message volume and are a small fraction of a wage for a small business, plus any fees for the channels and tools it connects to.

More examples to try

All 34 examples
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Last reviewed .