Automating Email Triage and Job Creation for Construction Sales Teams with AI

Client Overview
The client is an Australian construction services provider specialising in the design and installation of balustrades and safety solutions for commercial and industrial projects. With a strong reputation for quality and reliability, they support builders and developers with tailored, compliant installations across diverse sites.

The Challenge
The client faced growing inefficiencies in managing email enquiries about new projects and quotes. Staff spent significant time manually sorting incoming emails, assessing whether they met sales criteria, and re-entering details into their job management system.

This repetitive workload slowed response times, introduced risk of errors, and diverted skilled team members away from customer engagement and project planning.

As one team member put it: “We were buried in emails instead of actually talking to builders about their jobs.”

The Solution
Sync Stream designed and implemented an AI-powered Email Triage Automation system, fully integrated with the client’s job management platform. Hosted securely on the client’s server, the system delivers:

• Automatic categorisation of incoming Outlook emails using AI trained on the client’s specific project and enquiry types.
• AI-based assessment of whether enquiries meet defined sales opportunity criteria.
• Automated creation of customer, site, and job records in the job management system for qualified leads.
• Secure, self-hosted deployment ensuring data privacy, auditability, and onshore hosting.

This approach reduced manual handling by an estimated 80–90%, improved consistency in lead qualification, and freed the sales team to focus on client relationships and winning projects.

Results (Pending)
Recently deployed, the solution is already showing strong performance. Anticipated benefits include:

• Much faster and more consistent triage of new enquiries.
• Fewer errors and delays in job creation.
• Expanded sales team capacity for client engagement and quoting.
• A scalable automation foundation supporting business growth without adding headcount.

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