Engineers · client enquiries and scheduling
Turn client enquiries into booked site visits without the back-and-forth
Blue Tea has built systems like this
The problem
Enquiries arrive by email, phone and web form. Someone reads each one, checks engineers’ diaries and emails back and forth to agree a date.
What you get
Enquiries are read and sorted automatically, and clients pick a slot from engineers’ real availability.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
-
Define your visit types
Name each service, its typical duration, the qualifications it needs and a travel buffer.
-
Connect engineers’ calendars
Booking tools read Outlook or Google calendars, so clients only see genuinely free slots.
-
Publish a booking page
Link it from your website, email signatures and quotes.
-
Let AI triage incoming emails
An automation reads each enquiry, pulls out the site address, service and urgency, and replies with the right booking link or flags it for a person.
-
Confirm and remind automatically
Clients get confirmations, site-access questions and reminders. Engineers get the job details on their phone.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- Field form apps Most field apps (e.g. GoCanvas, Fulcrum) can send each submission to an API or webhook, so data flows into reports and portals without re-typing.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Keep a human route for urgent or unusual jobs. Not every enquiry fits a slot.
- Off-the-shelf booking tools don’t plan routes, so check travel time between sites.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.