Automate your enquiries, systems and follow-up. With A.C.E.
A.C.E helps SMEs and new businesses with process automation and AI agents for enquiries, intakes, proposals, inboxes and follow-up.
- Quote request
- Job sheet to invoice
- Receipts
- Quote request read
- Prices looked up in your own file
- Quote drafted in your template
- Customer created in your CRM
- Ready to send
Your work.
Just done sooner.
- Inbox
- Quotes
- CRM
- Invoices
- Schedule
- Files
Everyone is busy. And still work gets left undone.
Enquiries wait for a reply, and arrangements live in someone's head. Nobody's unwilling, there just isn't time.
- 24/7 A.C.E is always on. What comes in during the evening is ready in the morning.
- Outside office hours too If a colleague is ill or on holiday, the work A.C.E does simply carries on.
- Works with your templates and rules It reads your templates, your prices and your earlier replies, and uses them.
A chatbot answers. A.C.E does the work.
Within fixed limits. Anything sensitive is approved by a colleague first.
A chatbot
- Answers a question and then stops
- Doesn't know your systems
- Doesn't know when it doesn't know something
A.C.E
- Carries out a task, from start to finish
- Works in your own systems: email, CRM, calendar
- Hands over to a colleague when things become uncertain
- Summarise
- Sort and label
- Draft replies
- Create tasks
- Put data in the right place
- Sensitive messages
- Quotes and prices
- Important decisions
We start with one process. Only once it works do we go further.
- 01
Choose one process
Together we look for where most of the time or the mistakes are.
- 02
Design the limits
What A.C.E may and may not do, and when a colleague takes over.
- 03
Build a pilot
One process, set up to fit and connected to your existing tools. Tested for a few weeks.
- 04
Measure and expand
Only what works safely and usefully is taken further. Your team is shown how it works.
Choose a task. See what A.C.E does with it.
From arrival to your approval, with the log alongside.
- ReceivedForm: heat pump, Nijmegen
- CheckedAddress and phone number complete
- LabelledType: heat pump · urgency: normal
- In the CRMNew lead created
- Reply readyDraft awaiting your approval
| Time | Action | By |
|---|---|---|
| 21:47 | Enquiry received via form | A.C.E |
| 21:47 | Details checked, nothing missing | A.C.E |
| 21:48 | Lead created in CRM | A.C.E |
| 21:48 | Draft reply prepared | A.C.E |
| 08:12 | Draft approved and sent | Mark |
- SortedQuotes, invoices, questions, other
- Flagged as urgent2 complaints at the top
- Replies ready11 standard questions prepared
- Tasks created4 tasks in the schedule
- Handed over1 email to a colleague
| Time | Action | By |
|---|---|---|
| 07:02 | 38 emails sorted into 4 folders | A.C.E |
| 07:02 | 2 messages flagged as urgent | A.C.E |
| 07:03 | 11 draft replies prepared | A.C.E |
| 07:03 | Unclear email passed on | A.C.E → Sanne |
| 08:30 | 9 drafts approved | Sanne |
- ReadSizes and quantities from the attachment
- QueriedAsked the customer for the missing colour
- CalculatedYour pricing rules applied
- Draft readyQuote as a draft in your system
- Follow-up scheduledReminder in 5 days
| Time | Action | By |
|---|---|---|
| 10:14 | Attachment read, 6 line items found | A.C.E |
| 10:15 | Question sent: which colour? | A.C.E |
| 13:40 | Customer's answer processed | A.C.E |
| 13:41 | Draft quote prepared | A.C.E |
| 15:05 | Price adjusted and sent | Joris |
- Calendar checked3 free slots this week
- ProposedCustomer picks Thursday 10:00
- ConfirmedConfirmation with address sent
- RemindedReminder the day before
- RescheduledRequest to reschedule processed
| Time | Action | By |
|---|---|---|
| 11:20 | 3 times suggested | A.C.E |
| 11:34 | Appointment booked: Thu 10:00 | A.C.E |
| 11:34 | Confirmation sent | A.C.E |
| Wed 09:00 | Reminder sent | A.C.E |
| Wed 16:10 | Move to Fri: approved | Fatima |
Also as a template per sector: Trades · Transport & logistics · Professional services · Hospitality, salons & practices
Six places in your business, and what happens there.
- 01
Inbox
Fifty emails come in a day, and three of them are enquiries.
- reads every email and recognises what it is
- pulls out the details you need
- gets a reply ready in your tone
→In the morning you open three drafts instead of fifty emails.
- 02
Quotes
An enquiry arrives with a drawing attached.
- reads sizes, material and quantity from the attachment
- looks up your prices in your own costing file
- fills in your template, with your terms
→A draft quote, ready to check.
- 03
CRM
A new customer gets in touch, and then someone has to set them up.
- creates the customer record from the enquiry
- attaches the email, the attachment and the quote to it
- sets a follow-up task for the date you agreed
→Your CRM is right without anyone keeping it up to date.
- 04
Invoices
Invoices arrive in twenty different formats.
- reads amount, VAT, date and supplier
- puts the invoice next to the order it belongs to
- flags the difference if there is one
→Only the discrepancies still reach you.
- 05
Schedule
Making an appointment takes four emails back and forth.
- checks the calendars to see when it's possible
- proposes three slots, in your words
- gets the appointment ready as soon as there's a reply
→Four emails become one confirmation.
- 06
Files
The answer is in a document from two years ago.
- searches your own documents, not the internet
- pulls out the passage that contains the answer
- tells you which file it was in
→You no longer need to know where it is.
Every sector works differently, so every setup does too.
That's why we set up A.C.E to fit each business. A trade business saves time on the quote, an accounting firm on the retyping, a salon overnight and a haulier on the transport request. Four examples, not real jobs.
- 09:12Enquiry inemail with photos of the fuse box
- 09:13Readboiler type, age and the fault
- 09:28Prices addedfrom your own costing file
- 10:04Quote sentthe customer hears back within the hour
The engineer only needs to look once the quote is ready. Before, the same thing took two days.
- 1 journal entryready for your accounts
- 2 to checkmore hours than the contract allows
- 0 times retypedthe timesheets stay as they are
Not keying in the same thing twelve times, but checking the two things that really stand out.
- Sat 10:00Cut and blow-drybooked
- Fri 16:00Colourbooked
- Thu 09:30Treatmentfull: 2 other times
- Sat 11:30Child's cutbooked
- Wed 18:00Question about pricesanswered
By eight o'clock the appointments are in your calendar. One customer is offered two other times, because Thursday is already full.
- CollectionRotterdam, Waalhaven
- DeliveryVenlo, Tue 14:00
- Load12 pallets · 8,400 kg
- Notetail lift needed
The tail lift is only mentioned in the attachment. Exactly the kind of thing a planner reads past when there are fifteen requests waiting.
You always know what A.C.E does and with which data.
A.C.E works with personal data, so the GDPR applies. A.C.E never takes important decisions alone. This is what we set down for each client:
That it is AI
Customers and colleagues know when they are dealing with A.C.E.
Which data
Which data it processes, and which it never does.
Which connections
Which systems it is connected to, and with which permissions.
What it may do
A fixed list of actions; anything outside it goes to a person.
Where the log is kept
Every action can be traced: what, when and why.
How long it is kept
A fixed retention period, agreed with you.
Get found → enquiry → follow-up → appointment → report. Automation is the part that makes sure nothing falls through the cracks along the way.
Frequently asked questions.
What is A.C.E?
A.C.E stands for Automate, Check, Execute. It is our way of automating recurring work: the step is automated, the outcome is checked, and only then is it carried out.
Stop retyping. Find out which process you can automate first.
Would you rather talk it through? Call +31 6 12 08 49 38. We respond within the hour.