A reply drafted for every enquiry. You approve each one.
Who it is for
Heating engineers, dental practices, removals firms, surveyors, clinics, agencies: any business where a customer writes in to ask whether you can help, when, and how it works, and where the person who knows the answer is usually on a job.
It fits when most enquiries can arrive through a form on your website, and when the same dozen facts answer most of them. It is not a fit yet if your enquiries arrive only by phone. One trade in detail: heating and boiler engineers, with an invented worked example.
The problem it goes after
An enquiry lands in a shared inbox at eleven in the morning. The person who could answer it is with a customer. By the evening it has been read by three people and answered by none, or answered in a hurry with a promise the business cannot keep.
Two things are missing: a reply that is ready to check instead of ready to write, and a list that shows which enquiries are still waiting and for how long. Our guide to missed and slow enquiries covers what to fix first, with or without software.
Six steps, and a person holds the fifth.
Steps 3 and 6 are built but still being verified in pilot: drafting by the model on real enquiries, and live sending through a real mail account. They are marked on the steps. Everything else here is built and tested; the full list is under Where it stands.
01
An enquiry arrives
A customer fills in your enquiry form. Card numbers and typed passwords that can be recognised are removed before anything is stored.
02
Code checks it against your rules
The places you do not cover, the work you do not take on, and messages too short to answer are picked out, and the enquiry is marked as needing a person.
03
A reply is drafted from your profile
A language model writes a draft using only what you have told it about the business. With no model available, a standard acknowledgement is drafted instead and labelled as such.
In pilotDrafting by the model on real enquiries is still being verified in pilot.
04
Code checks the draft
A link, an address, a price or a time you did not supply is flagged. A phrase on your blocked list stops the reply from being approved at all.
05
You read it and decide
You see the enquiry, the draft, what the checks found and which lines of your profile the draft repeats. You edit, approve, or hold it. The checks run again on your edits.
06
The approved reply goes once
It is sent from your own mail account with your address as the reply-to, and each step is written to a record you can read afterwards.
In pilotLive sending through a real mail account is still being verified in pilot. Sending starts switched off.
Rules in code, wording from a model, the decision with you.
The three are kept apart on purpose, and the screen says which is which.
Decided by code
- Who the reply goes to: always the person who wrote in.
- The subject line and the sender.
- Whether a blocked phrase is present.
- Whether a reply goes out twice. It cannot.
- Which enquiries are overdue against your reply target.
Suggested by the model
- The wording of the draft.
- What kind of enquiry it is and how urgent it reads.
- Whether it thinks a person should handle it, and why.
- The model has no tools. It cannot send, change a setting or read another enquiry.
Decided by you
- What the business profile and the rules say.
- Whether each reply is sent, changed or held.
- Whether sending is switched on at all.
- How long enquiries are kept before they are deleted.
What it does not do
- It takes enquiries through its own web form. It does not read an inbox, answer the phone or watch social messages.
- The rule checks match the exact words you list. A place or a promise written another way is not caught, which is why a person approves every reply.
- A model can write a poor draft. Nothing here prevents that. The approval step and the checks are there to catch it.
- Card numbers and typed passwords are removed when they can be recognised. Other sensitive details a customer writes are stored as written.
- A delivery report means the recipient's mail server took the message. It never means the reply was read.
Where it runs
A deployment runs in the business's own accounts: its hosting, its database, its mail account and its model account. Each provider bills the business directly. A version hosted by Kogsy is planned and is not open yet. The privacy page says what is stored where.
Your enquiries are stored in your database, drafted through your model account and sent through your mail account. You can remove our access when the set-up is done. The privacy page says what is stored where.
Where it stands: what is built, and what is still being verified.
Kogsy is in pilot. This list changes as the verification is done.
Built and tested
- The enquiry form, as a link or embedded in your own page, with limits on repeat and automated submissions.
- A set-up checklist worked out from what exists, and a test mode for the form.
- The business profile and the rule checks on enquiries and replies.
- The approval queue, including the overdue list and the human attention state.
- Send-once logic, tested against a simulated mail provider.
- The record of every step, and deletion after the period you set.
- Separation between one business's data and another's.
Still being verified in pilot
- Drafting by the language model on real enquiries, measured rather than assumed.
- Live email delivery and delivery reports through a real mail account.
- The daily clean-up running on its own schedule.
- The full set-up in a client's own accounts, end to end.
A pilot: what you get, and what we need from you.
A pilot runs Kogsy on one enquiry form for one business. Its length and fee are agreed in writing before it starts.
Included
- The enquiry form: a link you can share and a snippet that puts it on your website.
- The business profile and rules: areas, hours, services, and what a reply must never promise.
- The approval queue, with the list of enquiries past your reply target.
- A set-up checklist that shows what is done, what is blocked and who needs to act.
- A test enquiry through your own form before any customer uses it.
- A record of every step, and deletion of enquiries after the period you set.
You provide
In plain terms: four online accounts in your firm's name, for where the form runs, where enquiries are stored, the AI service, and sending email. Each provider bills you directly. Whoever looks after your website and domain does the DNS step, and we tell them exactly what to enter.
How it is judged
- Every enquiry that arrives through the form is in the queue, with none lost.
- You can see at any moment which enquiries are waiting and which are past your reply target.
- The share of drafts you approve without rewriting, counted from the record.
- The time from an enquiry arriving to its reply, compared with the count you take before the pilot starts.
- Nothing sent that you did not approve. This one is enforced in code, and the record shows it.
The set-up steps, who does each one, and what happens after you send the request are on the pilot page.
A rough sum: what first replies take today.
Type your own numbers. The sum is shown underneath, and the figures start as an example.
These boxes hold made-up numbers. Change them to your own.
In your own currency.
Example: time on first replies
23.1 hours a month
Example: cost of that time
693 a month
in your own currency
enquiries a week x minutes each x 52 / 12 / 60 = hours a month. Hours a month x hourly cost = cost a month.
This is what first replies take today, worked out from the numbers in the boxes. It is not a promise of time saved or of revenue: approving a draft still takes a person's time, and how much less is something a pilot measures. Nothing you type here is stored or sent.
What people ask first
- Does it reply to customers on its own?
- No. Every reply waits for a person to approve it. There is no setting that sends without approval.
- Where does our customers' data live?
- In your own accounts: your hosting, your database, your mail account and your model account. They are not copied into a database that Kogsy runs. The privacy page says what is stored where.
- Is the model trained on what our customers write?
- The model reads each enquiry and your business profile at the moment it drafts, rather than being trained on them. What the model provider keeps is governed by your account with that provider.
- What happens when the model is unavailable?
- A standard acknowledgement is drafted by code, labelled as not written by AI, and the enquiry stays in your queue.
- Can we try it before committing?
- Use the interactive sample on this site, which needs no account. A pilot then runs it on one of your own enquiry forms.
Try the sample, then your own form.
The sample needs no account and sends nothing. A pilot runs on one of your enquiry forms, with every reply held for you to approve.