The situation
- The consultancy received broad inquiries with unclear scope, budget, decision timeline and required service area.
- Senior consultants spent time asking the same discovery questions before knowing whether the opportunity was a fit.
- Important context was spread across email, WhatsApp and web forms.
Kairox solution
Kairox designed the automation around one clear principle: the AI employee should handle routine intake and organization, while the human team keeps control of judgment, relationship-building and sensitive decisions.
- Built an AI intake assistant that asked structured questions about business size, service need, urgency and preferred meeting time.
- Created a pre-call brief for consultants with problem summary, decision-maker status, budget range and next recommended step.
- Set up routing rules for high-value or urgent inquiries.
- Added a lead-status tracker so management could see new, qualified, scheduled and pending opportunities.
Workflow overview
Inquiry submittedAI asks fit questionsBrief preparedConsultant alertedDiscovery scheduled
Outcome areas
Better discovery callsConsultants started calls with clearer context.
Reduced repetitive questionsBasic qualification happened before human follow-up.
Improved pipeline visibilityManagement could review inquiry stage and service category.
More professional first impressionProspects received a structured, helpful intake experience.
“The pre-call summaries made our first conversations sharper and more professional.”
What made the workflow effective
The workflow was practical because it focused on a repeated operational bottleneck. The AI did not try to replace human judgment. It collected information, reduced delay, organized records and made handover easier.
KPIs to measure
- Qualified inquiries
- Discovery calls booked
- Pre-call completeness
- Manual admin saved