You don’t need an AI strategy for everything. Start with one process that deserves a better way.
Enquiries & quotes
Illustrative example
A returning event client requests a quote. The agent reads the email, identifies the client, retrieves their previous room preference, updates the enquiry record and flags unspecified equipment. It prepares an incomplete quote and a reply asking for the missing details. Your team checks availability, completes pricing and approves the response. Nothing is booked or sent automatically.
01 INCOMING
02 CLIENT CONTEXT
03 READY TO REVIEW
✉ Inbox New enquiry
AJ
Alex JonesNorthline Studio · Existing client
Our next team workshop
Hi, we’d like to book another workshop for Northline Studio.
This time it’s 18 November, 9am–4pm, for 28 people. Could we have the same room and layout as last time?
Please include lunch, with 4 vegetarian and 2 gluten-free meals, plus presentation equipment.
Could you send a quote by Friday?
Thanks, Alex
✓ Key details captured
28 guests
18 Nov · 9am–4pm
Quote by Friday
▤ Client record Match found
N
Northline Studio
Alex Jones · Returning client
FROM THE PREVIOUS BOOKINGGarden Room · U-shaped layoutLast workshop: 24 June↳ Preference added to this enquiry
Event18 Nov · 9am–4pm
Guests28 · Lunch included
Dietary4 vegetarian · 2 gluten-free
Quote dueFriday
!
Clarification neededWhich presentation equipment?
▧ Quote draft Not final
Northline Studio · 18 Nov
Garden Room · 1 dayPreference from previous bookingCheck availability
Your team takes it from here.Check availability · Complete the quote · Approve the reply
✓
01
A detailed enquiry arrives. Your agent picks it up.
Documents & data entry
Illustrative example
An illustrative invoice from a fictional supplier is read and compared with an existing purchase order. The invoice lists 12 lamps, but the order lists 10. The workflow flags the difference, prepares a draft entry on hold and drafts a clarification email. Your team checks what was delivered and approves any final entry or payment. Nothing is posted, paid or sent automatically.
01 INCOMING
02 ORDER CHECK
03 READY TO REVIEW
✉ Documents PDF received
WS
Westhaven SuppliesInvoice INV-1048.pdf
Invoice INV-1048
Westhaven Supplies Invoice INV-1048
Issued 18 November Reference: PO-1042
Desk lamps12 × $45
Subtotal$540.00
GST$54.00
Total due$594.00
Payment due 2 December
Delivery quantity not confirmed
✓ Invoice fields extracted
12 lamps · $540
18 Nov · Due 2 Dec
Total $594
▤ Supplier & order Order found
W
Westhaven Supplies
Known supplier · INV-1048
FROM YOUR PURCHASE ORDERPO-1042 · 10 desk lamps$45 each · $495 including GST↳ Original order compared with invoice
Invoice date18 Nov · Due 2 Dec
Invoiced quantity12 lamps at $45
Tax & totalGST $54 · Total $594
Order quantity10 lamps at $45
!
Quantity mismatchInvoice: 12 · Order: 10
▧ Draft entry Not final
INV-1048 · Awaiting approval
Westhaven SuppliesMatched to existing supplierLinked to PO-1042
12 desk lamps · $540GST $54 · Total $594Extracted
Quantity · 12 vs 10Check delivery
StatusOn hold for review
↗ Reply draft Not sent
To: Westhaven Supplies
Invoice detected
YOU
Your team takes it from here.Check delivery · Resolve the mismatch · Approve the entry
✓
01
A supplier invoice arrives. The document workflow begins.
Customer support
Illustrative example
Fictional customer support example. Two deliveries · one order. Escalation required. Check delivery options · Review the refund request. This is an illustration, not a live integration.
01 INCOMING
02 CONTEXT & CHECKS
03 READY TO REVIEW
Support inboxNew question
MP
Morgan ParkOrder #4821 · Customer message
Part of my order is missing
Our order #4821 arrived this morning, but only two of the three boxes were delivered.
The tracking says delivered. We need the remaining items for Friday’s opening.
Could you check where the last box is? If it won’t arrive in time, can we get a refund on those items?
✓ Key details captured
Order #4821
2 of 3 boxes
Friday deadline
Order & policyMatch found
Order #4821
Split shipment found
ORDER AND DELIVERY RECORDSTwo deliveries · one orderParcel 1 delivered · Parcel 2 in transitApproved shipping and refund policy retrieved
Delivered2 of 3 boxes
Remaining parcelIn transit
Customer deadlineFriday opening
PolicyRefund needs approval
!
Escalation requiredDeadline at risk · refund requested
Support ticketDraft
Urgent delivery follow-up
Missing parcelLinked to order #4821Track shipment
Customer deadlineFriday openingPriority flagged
Refund requestPolicy exceptionTeam decision
StatusAssigned for review
↗ Reply draft Not sent
To: Morgan Park
Question received
YOU
Your team takes it from here.Check delivery options · Review the refund request
✓
01
A detailed enquiry arrives. Your agent picks it up.
AI reception
Illustrative example
Fictional ai reception example. Thursday · 2:30 pm available. Confirm the new address. Confirm address · Recheck the slot · Complete booking. This is an illustration, not a live integration.
01 INCOMING
02 CONTEXT & CHECKS
03 READY TO REVIEW
ReceptionIncoming call
JT
Jamie TaylorIllustrative call transcript
Can I arrange a site visit?
Hi, I’m calling from Elmstone Office. We’re moving into our new space on Monday.
We need someone to look at three meeting rooms and check the screens and cabling.
We’re an existing customer. Could you come Thursday afternoon? The new site address is different from the one on our account.
✓ Key details captured
Existing client
3 meeting rooms
Thursday PM
Caller & availabilityMatch found
Elmstone Office
Existing account matched
CALENDAR AND SERVICE RULESThursday · 2:30 pm availableSite assessment · 60-minute slotExisting address differs from the new site
ServiceMeeting room assessment
Rooms3 · Screens & cabling
Requested timeThursday afternoon
Possible slot2:30 pm · Not booked
!
Confirm the new addressCheck service area before booking
Callback & booking draftDraft
Elmstone · Site assessment
Thursday · 2:30 pmAvailable when checkedProposed only
New site addressRequested during callNeeds checking
Account ownerSummary attachedCallback task
StatusAwaiting confirmation
↗ Reply draft Not sent
To: Jamie Taylor
Call received
YOU
Your team takes it from here.Confirm address · Recheck the slot · Complete booking
✓
01
A detailed enquiry arrives. Your agent picks it up.
Employee onboarding
Illustrative example
Fictional employee onboarding example. Operations onboarding plan. Manager approval needed. Approve access · Confirm schedule · Send welcome pack. This is an illustration, not a live integration.
01 INCOMING
02 CONTEXT & CHECKS
03 READY TO REVIEW
People operationsNew starter
SC
Sam ChenStarter information · Internal request
Get Sam ready for day one
Sam Chen joins as Operations Coordinator on Monday 23 November.
They’ll report to Priya and need the operations handbook and training plan.
Please prepare everything before Friday. Their system access still needs manager approval.
✓ Key details captured
23 November
Operations role
Manager: Priya
Role & starter checklistMatch found
Sam Chen
Operations Coordinator
APPROVED ROLE TEMPLATEOperations onboarding planHandbook · Training · First-week checklistRelevant materials matched to the role
Start dateMonday 23 November
ManagerPriya
Preparation dueFriday
AccessApproval required
!
Manager approval neededNo system access granted automatically
Onboarding task listDraft
Sam · First week
Welcome packApproved handbook linkedPrepared
Training & introductionTasks assigned to managerScheduled draft
System accessApproval task for PriyaPending
StatusReady for manager review
↗ Reply draft Not sent
To: Sam Chen
Starter request received
YOU
Your team takes it from here.Approve access · Confirm schedule · Send welcome pack
✓
01
A detailed enquiry arrives. Your agent picks it up.
Built around your workflowConnected to your toolsHuman review where it matters
ABOUT DAVENWICK
Practical AI, built around the way your business works. We connect the tools, information and everyday tasks that keep things moving, with clear handovers and people in control of the decisions that matter.
WHAT WE CAN BUILD
START WITH ONE WORKFLOW. MAKE IT USEFUL.
For teams spending too much time chasing enquiries, moving information between tools and repeating the same admin.
01
Enquiries, quotes & follow-up
An enquiry arrives. The details need recording, a reply needs preparing and a quote needs following up. We connect those steps so your team has a clear next action.
Capture requests in one place.
Prepare replies using your approved information.
Track quotes and flag follow-ups for the right person.
Example scope: An inbox-to-record workflow that prepares a reply for review and creates a follow-up reminder. Your team checks pricing and commitments.
02
Documents & data entry
The same details appear in emails, forms and PDFs, then someone types them into another system. We build workflows to extract, organise and prepare that information for review.
Read the fields your process actually needs.
Flag missing details and uncertain results.
Prepare records or drafts in your existing tools.
Example scope: A supplier invoice becomes a draft record, with discrepancies flagged for checking. A person approves the final entry or payment.
Have a different workflow in mind? Customer support, reception and team admin can be assessed around your setup.
HOW WE WORK TOGETHER
ONE USEFUL IMPROVEMENT. THEN THE NEXT.
You don't need to know which AI tool to buy. Start by showing us how the work gets done.
01 / UNDERSTAND
Walk through the work.
We look at a real task, your current tools and where time gets lost. Sometimes a simpler process is the best starting point.
02 / DEFINE
Keep the scope clear.
We agree on one workflow, the deliverables, price and what a useful result looks like before the build starts.
03 / BUILD & TEST
Make it work in practice.
We test everyday cases and exceptions, decide where you need control, and walk through how to use the finished system.
A FEW THINGS YOU MIGHT BE WONDERING.
LET’S MAKE IT CLEAR.
Do I need to know which AI tool to use?
No. Start with the task and the outcome you want. The choice of tools comes after we understand your process.
Do we have to replace our current software?
Not necessarily. We first check what your existing tools can support, including their integration options and limitations.
Will AI send messages or approve payments by itself?
We agree what can run automatically and what needs approval. In the examples on this page, replies and records remain drafts for a person to review.
Where do we start, and what will it cost?
Send a short description of one repetitive task and the tools involved. We can then assess the scope and agree pricing before any build starts.
START WITH THE WORK
START WITH THE TASK YOU’RE TIRED OF REPEATING.
Tell us what it is, how it works today and which tools you use. We’ll explore a practical next step.
Work with us