Send lease expiry notices and collect replies
Find leases nearing expiry and draft notices asking each customer to re-lease or return. After sales approves, send them and arrange pickup and data erasure.
The problem today
Every month, staff find contracts a few months from expiry, draft notices, and send them. Replies arrive piecemeal by phone and email, and for returned PCs and multifunction printers, pickup and data erasure arrangements sometimes slip. Chasing customers who have not replied is also manual.
The workflow in Kitewell
- Get contracts nearing expiry from the core systemWeb
- AI drafts a notice for each customer based on the contractAI judgment
- The sales rep reviews the notice and approves sending itApproval
- Send the notice and record the dateAutomatic
- AI sorts replies into re-lease, return, or undecidedAI judgment
- Staff check the pickup and data erasure arrangements for returnsHuman task
What AI does
Drafts notices that fit each contract, and sorts replies into re-lease, return, or undecided, quoting the text each decision is based on.
Where people decide
Sales reps review every notice before it is sent. Pickup and data erasure for returned equipment are requested only after staff check them.
What a PoC checks
- Whether contracts nearing expiry can be retrieved from the core system
- Notice quality, and how often sales reps need to edit
- How to connect to the mailbox where replies arrive, and how accurately they are sorted
Discuss a PoC for this work
We check whether this workflow runs on your own work and screens.
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