Enquiry assistant
Before you’ve even read the enquiry, the reply is ready.
A customer emails an enquiry. The AI reads it, puts the event in your own planning system, drafts a quote and writes the reply. You check it and press send.
For event agencies, venues and other businesses that get enquiries by email every week.
See how it works
The problem
Right now, every enquiry is done by hand
Iris is an event manager. On Monday morning there are eleven new enquiries in her mailbox. For each one she does the same things: read the email, check the rooms, retype everything into the planning system, look up prices, make a quote and write a reply.
By lunchtime six have gone out. Five customers are still waiting. How long will they wait before they email another agency?
- Typing in the same date, guest numbers and requests three times
- Customers who email another agency in the meantime
- One typing mistake and the booking or the quote is wrong
How it works
Four steps, and only the last one is for you
The AI here is software we connect to your mailbox and your planning system. That’s how it knows your rooms, prices and customers. Follow one enquiry from email to sent reply, step by step with Previous and Next.
Step 1
The AI reads the email
The AI pulls the date, number of guests, requests and budget out of the email, and notes what is still missing.
Still unknown: what time the drinks end and how many people are vegetarian. Those questions go into the reply.
Step 2
The AI adds the event to your planning system
The AI checks which rooms are free and adds the event to your planning system as a provisional reservation.
- The main hall is free and fits 150 people.
- The West room is booked. The East room is the same size, so workshop 3 goes there.
- Marloes is already in your planning system as a customer, so the event is added under her name.
- Pencilled in until 19 October
- You set that deadline yourself
Step 3
The AI drafts the quote
The AI works out the costs using your own prices and compares the total with the customer’s budget.
- All prices come from your own price list in the planning system.
- Fits within the budget of around €20,000.
What’s in this image?
Draft quote Learning day, Friday 12 March 2027, for Marloes de Vries, 150 people
| Item | Amount |
|---|---|
| Main hall, all day | €2,450.00 |
| Three workshop rooms, afternoon (3 × €395.00) | €1,185.00 |
| Coffee, tea and lunch buffet (150 × €33.00, vegetarian options included) | €4,950.00 |
| Drinks, an hour and a half (150 × €19.50) | €2,925.00 |
| Technical equipment: projector, sound and microphones | €1,150.00 |
| Total excl. VAT | €12,660.00 |
| VAT 9% (coffee, tea and lunch) | €445.50 |
| VAT 21% (rooms, drinks and technical equipment) | €1,619.10 |
| Total incl. VAT | €14,724.60 |
All prices come from your own price list in the planning system. Fits within the budget of around €20,000.
Step 4
You press send
The reply and quote are waiting in your own mailbox. You read them through and press send.
Example with fictional names, dates and amounts.
The result
You start your day with the groundwork done
This is what you see when you open your mailbox in the morning. The new emails have already been read, sorted and prepared. You see at a glance what is ready and where you need to decide.
Your mailbox, this morning
- 3 ready to send
- 1 choice for you
- 1 sorted
- Learning day · 150 people · Friday 12 March: Pencilled in, €14,724.60 quote drafted, reply ready. (Ready to send)
- Board meeting · 14 people · Tuesday 20 October: Pencilled in, €1,290.00 quote drafted, reply ready. (Ready to send)
- Product launch · 80 people · Thursday 3 December: The customer wants the main hall, but it’s booked. Two other options are ready: you choose. (Your choice)
- Team outing · 35 people · date not yet known: The date is missing. An email asking for it is ready for the customer. (Ready to send)
- Question about an invoice: Not an enquiry, so it has only been sorted: it’s in the Invoices folder. (Sorted)
Nothing is sent without your say-so
Every reply stays a draft until you press send. If something is wrong, you change it first.
Pencilled in, not booked
The event sits in your planning system for as long as you decide. The customer only hears about it when you send the reply.
If a request can’t be met, you decide
If the room asked for is booked or a detail is missing, the AI hands the choice to you, with the options laid out.
You keep your own systems
The AI works inside the mailbox and planning system you already have. We’ll check in the first call whether that works with your systems.
Before and after
From retyping to checking
What needs to happen: Today / With this approach
- Read the email and work out what the customer wants: You / The AI
- Check rooms and retype everything into the planning system: You / The AI
- Build the quote using your prices: You / The AI, as a draft
- Write the reply: You / The AI, as a draft
- Read it through and press send: You / You
Work it out with your own numbers
A worked example, not a measured result. Work it through for your own situation.
What this costs you now
- Enquiries per week
- 15
- Minutes per enquiry, from reading to sending
- 40
- per week, spent on reading, retyping, calculating and writing. With this approach, that work shifts to checking.
- 10 hours
Say you get 15 enquiries, each taking 40 minutes. That adds up to 1.3 working days a week.
New as a package, built from parts we already use
For an event agency we had already built the two halves separately: an AI that reads and sorts email and prepares replies, and an AI that works directly in their planning system. Here we put them together, with the draft quote linking the two.
Example with fictional details. Names, dates and amounts are not real.
Also works for
Also for other businesses that get enquiries by email
Installation and maintenance
“Could you service the air conditioning in our office next week?” The appointment is in the diary and the quote is ready.
Wholesale
“We’d like 40 boxes of printer paper and 12 toner cartridges, delivered on Friday.” The order is in your system and the order confirmation is ready.
Training and courses
“Could you run a training session for twenty team leaders in May?” The date is in the diary, with a quote and a reply.
Sound familiar?
Tell us how enquiries reach you, and together we’ll look at what this can do for you. TwoFeetUp sets this up for you, on your own mailbox and planning system. The first call takes 20 minutes and is at no cost.