Business supplies and services: AI enquiry assistant for office fit-out companies
An AI enquiry assistant for office fit-out companies that answers questions about furniture configurations, lead times and how a project runs from approved information, and passes specific questions to an adviser.
Which questions office fit-out companies keep getting.
Office fit-out companies get many questions that the same knowledge can answer: which desktop sizes are available, can this desk be electrically adjustable, how long does this chair take to deliver, what is the difference between these two ranges. Advisers look up the answer in manufacturer documentation they half know by heart. At the same time a wrong answer is awkward: promising a configuration when the manufacturer does not supply that frame with that top causes trouble at ordering. Facilities managers also ask questions outside office hours, while preparing an internal proposal. An assistant must therefore only answer with what the fit-out company has approved.
AI enquiry assistant for office fit-out companies
Example- 1
Set sources per range
DoneTogether we select the sources the assistant may use: configuration overviews per furniture range, general lead times, explanations of workspace concepts and the steps of a project.
- 2
Recognise a configuration question
In progressThe assistant recognises whether a question is about a product's options, about a project in general or about an ongoing job.
- 3
Answer or pass to an adviser
NextIf the answer is in the sources, the assistant gives it with a reference to the range or document.
From question to answer or colleague.
Set sources per range
Together we select the sources the assistant may use: configuration overviews per furniture range, general lead times, explanations of workspace concepts and the steps of a project. Each source gets an owner and a date. Manufacturer information that changes often, such as current lead times, is only used if that source is kept up to date.
Recognise a configuration question
The assistant recognises whether a question is about a product's options, about a project in general or about an ongoing job. For a configuration question it searches the approved overviews and states which combinations they contain. Combinations that are not in the source are never presented as possible.
Answer or pass to an adviser
If the answer is in the sources, the assistant gives it with a reference to the range or document. If the question concerns an ongoing project, a price or an unusual configuration, it hands the conversation to an adviser with the question attached. The visitor knows who will be in touch.
On your own information, with a person behind it.
The assistant works with information the fit-out company already has: manufacturer configuration overviews, its own explanations of concepts and projects, and website copy. It has no access to quotes or project files. Handed-over conversations arrive in the advisers' CRM or mailbox. Manufacturers remain the owners of their product data; the fit-out company decides which version the assistant uses and when it is replaced.
Every range or only the core range
An assistant that knows every range from every manufacturer looks complete, but needs a lot of upkeep and increases the risk of outdated information. Limiting it to the core range you actively recommend keeps answers reliable. Questions about other ranges are passed to an adviser, which is also a chance to start a conversation.
Quote lead times or not
Lead times are among the most asked questions, but vary by manufacturer and by period. Giving a general indication helps the visitor, as long as it is clear that it is only an indication. Firm commitments for a project belong with the adviser, who can check the manufacturer's current order confirmation.
Website only or existing clients too
On the website the assistant helps new visitors with general questions. For existing clients in the portal it can also answer questions about maintenance, warranty terms and reordering parts. That needs different sources and a clear boundary: questions about a specific project always go to the project manager.
What the AI assistant may answer.
What the assistant knows at the start: configurations of your core range, general lead times and the steps of a project. Other questions go to an adviser. We test that together against a visitor asking whether a desk is available in a certain width, and against someone who wants to know whether their ordered chairs are on the way. The assistant in the client portal and care information can be added later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the assistant produce a quote?
No. It can explain which options exist and what details a quote requires. For a price it directs the visitor to the enquiry form or an adviser. A quote depends on layout, quantities and installation, and a person assesses those.
What if a manufacturer discontinues a range?
The owner of that source removes or updates the configuration overview. From that moment the assistant uses the new version. Questions about the old range are passed to an adviser, who can suggest an alternative that fits the same space.
How do visitors know they are talking to an assistant?
It says so at the start of the conversation and with every answer. The assistant names its source and always offers the option to speak to an adviser. Nobody expects a personal commitment from an automated reply.
What happens to the questions people ask?
Conversations that are handed over land in the CRM with the right adviser. Taken together, the questions show what visitors often look for. You can use those insights to expand the website or the configuration overviews where answers are missing.
What often connects to this.
- Enquiry form for office fit-out companiesAn enquiry form for office fit-out companies that collects floor plan, workspace counts, ways of working and move-in date up front, so an adviser walks into the first meeting with a draft layout.
- Website for office fit-out companiesA website for office fit-out companies that makes workspace concepts, furniture ranges and the shape of a fit-out project clear to facilities managers preparing a refurbishment or move.
- Quotation software for office fit-out companiesQuotation software for office fit-out companies that brings furniture configurations, quantities per zone, installation and delivery into one proposal, tied to the floor plan version it is based on.
Questions answered, also after hours.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com AI enquiry assistant for office fit-out companies: furniture configuration and project questions answered from approved content, doubts to an adviser.
- Set sources per range
- Recognise a configuration question
- Answer or pass to an adviser