How it runs today
- 01One shared mailbox takes orders, enquiries, invoices and advertising all at once.
- 02Someone sorts by hand and forwards.
- 03Whatever falls between two areas of responsibility stays put.
Use case · Professional services
Shared inbox in professional services
In professional services the mailbox is the project memory: sign-offs, approvals, change requests and invoicing questions across a dozen live engagements lie mixed together. The effort is not the reading, it is the matching.
The most visible effect day to day
What is different here
What it actually turns on in professional services.
01
Every message belongs to a project
Only that is rarely in the subject line. It shows in the sender, in the quoted text below or in a file name in the attachment - and matching it wrongly loses the message for that engagement.
02
Approvals are legally relevant
“Looks good” in an email is a sign-off. Those messages have to stay findable, and findable together with what they refer to.
03
Change requests are variations
What arrives as a casual favour is often a change in scope. Fail to spot it and record it and you work unpaid - and only notice at the final invoice.
Systems we connect here
- Microsoft 365
- HubSpot
- Project management software
- Time tracking
- Document filing
If yours is not listed, that is not an exclusion. Where no interface exists, we build one - that is the most demanding part and it is our trade.
The rule that only applies here
In professional services the matching decides what can be billed. An email that lands in the wrong project is work nobody charges for.
The difference
The same process, once as it is today and once with us.
- 01Inbox
- 02Sorting
- 03Handover
A person does itThe system does it
How it would run with us
- 01Every message is read on arrival and sorted into your categories.
- 02Attachments are recognised and assigned to the right job.
- 03Standard cases come with a prepared draft reply - unsent, until someone releases it.
What it gets you
- The inbox is sorted before the first person opens it.
- Attachments sit with the right case, not inside the message.
- Standard cases come with a draft - approving one takes seconds.
Where it does not fit
If it is not settled internally who is responsible for what, the system sorts by rules that do not exist. Then that question comes before the project - it can be answered quickly, but someone has to answer it.
Frequently asked
Is this worth it in professional services?
In professional services the matching decides what can be billed. An email that lands in the wrong project is work nobody charges for. Whether it pays for you depends on your volume - the audit establishes that.
We use a different system from the ones listed. Does it still work?
Yes. The ones listed are those we most often meet in professional services - a list, not a precondition. Where no interface exists, we build one.
What do we have to provide?
Access to the shared mailbox and the rules on who is responsible for what. A list of the cases that must never be answered automatically. Two weeks of real inbox to read along with, before anything goes live. Nothing more is needed to start.
How will we know it works?
Across 300 real messages, at least 92 % reach the right area of responsibility. Nothing falls between two responsibilities - unclear cases go to a defined place. For everything that leaves the building, a person stays the sender.
How long does implementation take?
2 to 4 weeks.
Does the AI decide on its own?
Sorting and assigning run independently, because they are reversible. Replies never go out without a release.
When is this not worth it?
If it is not settled internally who is responsible for what, the system sorts by rules that do not exist. Then that question comes before the project - it can be answered quickly, but someone has to answer it.
The same process, in general
This page shows the fit in professional services. The process itself is sector-independent - what matters is whether it repeats.
Shared inbox in generalLet us start with a conversation.
You tell us where your time goes. We put it in writing: what is worth automating, and roughly what that costs.
