# Email & Order Intake AI Source: https://webkms.com/solutions/email-order-intake > AI email intelligence that reads incoming mail, extracts orders and quote requests, categorises everything, drafts accurate replies and notifies dispatch or sales automatically. "Can you send 30 tons of 3/4 crushed limestone tomorrow?" is an order, not an email. We parse every message into structured fields, create the order or quote, notify the right person, and draft the reply your team would have written. Pricing: From $2,500 setup + $200 / month USD. ## What changes in the first month - Orders and quote requests captured the minute they arrive, with nothing buried under newsletters - Consistent, policy-aware replies drafted from your own history instead of written from scratch - Dispatch, sales and accounting notified automatically with the details they need - A clean, categorised dataset of every customer conversation you have ever had ## Key facts - Webkms email intelligence parses every inbound message into structured fields, categorises it, extracts orders and drafts grounded replies. - Replies are generated from the company's own historical email and product data, with cited sources for staff verification. - Projects start around $2,500 USD setup with support from $200 USD per month. - Deduplication uses content checksums so forwarded and repeated messages do not create duplicate orders. ## Why this work stays manual - **The inbox is the real order system:** Orders, changes, complaints and invoices all arrive in the same place, and the only index is somebody's memory. - **Answers depend on who replies:** The same question gets three different answers depending on who is on shift, and new staff take months to learn the exceptions. - **Institutional knowledge is trapped:** Years of email contain your real pricing logic, product rules and policies — unusable until it is parsed and structured. ## What the system does - **Parsing and categorisation:** Every message is broken into date, sender, recipient, subject and body, then classified into your own categories: orders, quotes, technical questions, payments, complaints, suppliers, noise. - **Order and quote extraction:** Product, grade, quantity, delivery date, job site, contact and special instructions are extracted and written into your order sheet or system. - **Knowledge-grounded drafting:** Replies are drafted from your historical email, product data and policies, with the source messages cited so staff can verify in one glance. - **Routing and alerts:** Dispatch gets the load, sales gets the quote, accounting gets the remittance, and urgent messages escalate by SMS. - **Deduplication and threading:** Checksum-based deduplication and thread awareness keep repeat forwards and reply chains from creating duplicate orders. - **Support agent foundation:** The structured archive becomes the knowledge base behind your help desk automation, so ticket replies stay consistent with what you have always told customers. ## How it goes live 1. **Inbox and category design:** We review real mail volume, define the categories that matter operationally, and agree what the system may answer alone. 2. **History ingestion:** Historical mail is parsed, deduplicated and indexed so drafts are grounded in what your business actually says. 3. **Draft-only phase:** For the first weeks the system drafts and routes but a human sends. Every correction improves the model of your business. 4. **Selective autonomy:** Once accuracy is proven, low-risk categories such as order confirmations and stock questions can send automatically while quotes stay human-approved. ## Works with Google Workspace and Microsoft 365, Help desks and shared inboxes, Order sheets, ERPs and databases, Product catalogues and price sheets, SMS and internal chat alerts, CRM contact records ## Most used in - [Quarries, Aggregates & Stone](https://webkms.com/industries/quarries-aggregates) - [eCommerce & Multi-Brand Retail](https://webkms.com/industries/ecommerce) - [Field Service, Trades & Contractors](https://webkms.com/industries/field-service-trades) - [Accounting, Tax & Professional Services](https://webkms.com/industries/professional-services) - [Legal & Law Firms](https://webkms.com/industries/legal-law-firms) ## Products behind it - [Boltsolve — AI support desk](https://webkms.com/products/boltsolve): Boltsolve is our AI support desk: every channel lands in one queue, the AI classifies and investigates each ticket, prepares the actual fix, and waits for a human to approve before it ships and replies on the original thread. - [Shopify Agent Connector](https://webkms.com/products/shopify-agent-connector): The Shopify Agent Connector is our middleware between AI agents and Shopify stores: agents look up order status and product details during a conversation, and create or update customer records without ever creating a duplicate. ## Case studies and blueprints - [Five brands, one automated back office](https://webkms.com/case-studies/multi-brand-ecommerce-back-office) (Case study) - [From fiscal notes and Excel to same-day billing packets](https://webkms.com/case-studies/quarry-fiscal-note-automation) (Blueprint) ## Questions we get asked ### Will it send emails without us seeing them? Only where you explicitly allow it. We start in draft-only mode, and most clients keep quotes and pricing under human approval permanently while letting confirmations and simple answers go out automatically. ### Can it work with our help desk instead of raw email? Yes. The same pipeline runs against help-desk tickets and shared inboxes, and it can write suggested replies directly into the ticket.