Use case · questions from existing customers

Speed is not what pays here. Being systematic is.

A customer asks what you would charge for something. Somebody answers fairly and quickly and moves on, because they are handling hundreds of emails a day. And that is where it ends.

Try an AI sales rep Work it out on my own numbers

Alex

08:41
Hello, we have your ventilation system from 2022 at the Olomouc site. We are opening a second branch and need to know whether it can be done the same way.
52 seconds
Hello Mr Sedláček, this is Alex. I have Olomouc in the system, I can see the unit and the service history. It can be done the same way. Where is the second branch and roughly what floor area?
Prostějov, around 250 m². We open in April.
April is realistic, but we should not leave the unit order later than February. Let my colleague Martin put a quote together based on the Olomouc one; he is free Thursday at 13:00 or Monday at 9:00.
Thursday at 13:00.
Delivered
- Meeting confirmedThursday 13:00 · Google Calendar
- Written to the CRMA deal on an existing customer

AlexExisting customer

An illustration, not an export from a customer account. What the agent asks, how it argues and when it says no are all things you set, and you sign them off before the first live message goes out.

questions lost in an inbox: 0questions lost in an inbox
automatic follow-ups before a deal is closed: 2automatic follow-ups before a deal is closed
place showing how many of these opportunities you have: 1place showing how many of these opportunities you have

We have not measured how much extra revenue this produces and we do not estimate it. The mechanism is checkable: every question becomes a tracked deal, which you can verify in the CRM.

The problem

Every one of those emails is a real opportunity.

Repeat-business companies get tens or hundreds a day

To the general company address, to a specific rep, anywhere. Subscriptions, servicing, regular orders.

It gets answered, but nobody makes a deal of it

Nobody watches it and nobody follows up when the customer goes quiet. People simply are not systematic enough to turn every email into a tracked lead.

The company has no idea how many it has

And plenty are lost purely because nobody said "I will come back to you in two days".

Eight questions from one week, worked twice.

On the left what happened to them. On the right what Alex does with them.

TodayWith Alex

Price of an extension
Today
Answered, done
With Alex
Meeting
We want this as well
Today
Answered, done
With Alex
Order
Service retainer query
Today
Answered, done
With Alex
In conversation
Price for a second site
Today
Answered, done
With Alex
Meeting
Question about timing
Today
Answered, done
With Alex
Only asking
Bespoke enquiry
Today
The reply got lost
With Alex
Meeting
Interested in upgrading
Today
Answered, done
With Alex
In conversation
Availability query
Today
Answered, done
With Alex
Order

The rows illustrate a typical week rather than measured data.

How Ninjabot helps

How Alex runs it.

Capture and record
Answering the question
Watching and following up
Confirmed interest moves on
No answer stays visible

01
Capture and record
Whether the question arrives by email or through a form, it becomes a deal in the CRM. Who it was addressed to does not matter.
02
Answering the question
Thanks to the know-how database it answers directly: what you offer and at what price. Not "a colleague will be in touch".
03
Watching and following up
If the customer does not reply within a few days, it follows up. And once more, until it has a clear answer: yes, no, or later.
04
Confirmed interest moves on
The rep gets a notification and the full history in the CRM. They open one deal and know everything.
05
No answer stays visible
The deal is not deleted. It stays recorded, so you can see how many such opportunities you have and how they end.

We run this use case at Servisbal: a company with thousands of regular customers and hundreds of email questions a day. The figures land here once the client approves them.

Alex runs this one