AI Chatbots

AI chatbots that qualify leads, answer customer questions, and move conversations into concrete next steps.

What a chatbot engagement covers, how it runs, and what you hold at the end.

FIT

Whether this applies to you

BUILT FOR

Repeat enquiries that follow a small number of predictable shapes
Qualifying inbound eats real time before anyone decides it is worth a call
The answers already exist in writing — site copy, docs, policies — but visitors do not find them
A booking, a routed ticket, or a captured lead is the natural end of the conversation

NOT A FIT WHEN

The answers change case by case and are written down nowhere
The conversation carries regulated, clinical, or legal liability
The real bottleneck is downstream capacity — automating intake would only grow the queue

SCOPE

Where the engagement's edges are

IN SCOPE

Conversation design for the jobs agreed up front
Grounding in the sources you nominate and approve
Integrations into systems that expose a usable API
Escalation rules and the context carried on handoff
Analytics across volume, conversion steps, and drop-off

OUT OF SCOPE

Rewriting the underlying content the chatbot grounds against
Open-domain chat outside the agreed conversation jobs
Reconfiguring your CRM or ticketing beyond the integration surface

WHAT WE NEED FROM YOU

A named owner who can approve answers and boundaries
Access to the sources and systems the chatbot will read and write
A handful of real past conversations to test against

DELIVERY

How the work runs

Conversation mapping
3–5 days
Exit criterionConversation jobs, knowledge boundary, and escalation rules are written down and signed off
Build and grounding
1–2 weeks
Exit criterionThe chatbot answers the agreed jobs from approved sources and declines cleanly outside them
Integration
3–5 days
Exit criterionA finished conversation lands in CRM, calendar, or ticketing with no manual re-entry
Journey testing
3–5 days
Exit criterionEvery key journey passes against real past conversations, escalation paths included
Launch and handover
2–3 days
Exit criterionLive with monitoring, and your team can change answers without us

Durations are indicative and firm up once mapping is done.

DELIVERABLES

What you are left holding

The running chatbot, deployed on your site
The conversation-job map and the knowledge-boundary document
Integration wiring into CRM, calendar, or ticketing
Escalation rules, and the context they carry to a person
An analytics view of volume, conversion steps, and drop-off
A short runbook for editing answers and boundaries

SIGNALS

How you would tell it worked

Qualified conversations per week
Baseline
Counted by hand for two weeks before launch
Success direction
Up, without more triage time
Median first-response time
Baseline
Sampled from your current inbox and chat logs
Success direction
Down
Conversations resolved without handoff
Baseline
Zero at launch; measured from the first live week
Success direction
Up, while satisfaction holds
Handoff context quality
Baseline
The receiving team rates context on each escalation
Success direction
Up — fewer conversations restarted
Drop-off point
Baseline
The step where visitors abandon today
Success direction
Moves later, or disappears

OVERVIEW

A chatbot system that greets visitors, qualifies intent, answers bounded questions, collects structured context, and moves each conversation toward a concrete outcome — a booking, a routed enquiry, a resolved support question, or a captured lead. It does more than sit on a website replying with generic copy: every conversation job is defined up front, and the chatbot is scoped to serve those jobs rather than to answer anything at all.

ARCHITECTURE

The chatbot is built as a constrained conversation system: approved knowledge sources, explicit escalation rules, and integrations into the tools your team already uses. Retrieval, action triggers, and handoff logic are each scoped around clear boundaries, so the chatbot stays helpful without drifting into unreliable answers or unsupported actions. Answers are grounded in material you have approved; actions are limited to the workflows you have wired; anything outside those boundaries routes to a person with the conversation context attached.

SYSTEM ARCHITECTURE

┌────────────────────────────────────────────────────────────────────────┐
│                 VISITOR MESSAGE  +  CONVERSATION STATE                 │
└────────────────────────────────────────────────────────────────────────┘
                                    │
                                    ▼
┌────────────────────────────────────────────────────────────────────────┐
│                       BOUNDED CONVERSATION LAYER                       │
├────────────────────────────────────────────────────────────────────────┤
│                                                                        │
│   ┌────────────────────────────────────────────────────────────────┐   │
│   │                     INTENT + QUALIFICATION                     │   │
│   │       Conversation job routing · required-field capture        │   │
│   └────────────────────────────────────────────────────────────────┘   │
│                                   │                                    │
│                                   ▼                                    │
│   ┌────────────────────────────────────────────────────────────────┐   │
│   │                 GROUNDING  +  ACTION TRIGGERS                  │   │
│   │ ┌────────────────────────────┐  ┌────────────────────────────┐ │   │
│   │ │     Approved Knowledge     │  │   Tool + Workflow Calls    │ │   │
│   │ │    site · docs · policy    │  │   book · route · ticket    │ │   │
│   │ └────────────────────────────┘  └────────────────────────────┘ │   │
│   └────────────────────────────────────────────────────────────────┘   │
│                                   │                                    │
│                                   ▼                                    │
│   ┌────────────────────────────────────────────────────────────────┐   │
│   │                  CONFIDENCE + ESCALATION GATE                  │   │
│   │       Coverage check · sensitive topics · human handoff        │   │
│   └────────────────────────────────────────────────────────────────┘   │
│                                                                        │
└────────────────────────────────────────────────────────────────────────┘
                                    │
                                    ▼
┌────────────────────────────────────────────────────────────────────────┐
│         CRM · CALENDAR · TICKETING  +  CONVERSATION ANALYTICS          │
└────────────────────────────────────────────────────────────────────────┘

FUNCTIONALITY

CONVERSATION SURFACE

Website chatbot flows for lead qualification, support triage, intake, and appointment booking
Structured context capture so a conversation ends with usable fields, not just a transcript
Multi-turn state that carries earlier answers forward instead of re-asking

KNOWLEDGE & GROUNDING

Grounding in your site, documentation, and approved internal material
Bounded answer coverage — the chatbot answers inside its scope and says so outside it
Source boundaries kept explicit so unapproved material never becomes an answer

INTEGRATIONS & ACTIONS

Integrations into CRM, email, calendar, ticketing, and form workflows for downstream action
Action triggers scoped to the workflows you have wired, never improvised

SAFETY & ESCALATION

Fallback and escalation rules for low-confidence, sensitive, or high-value conversations
Human handoff that carries the full conversation context rather than restarting it

MEASUREMENT

Conversation analytics across volume, conversion steps, drop-off points, and handoff quality

HOW IT WORKS

We define the conversation jobs first: what the chatbot should answer, capture, and trigger. Then we design the prompts, knowledge boundaries, and integrations around those jobs, test the key journeys against real scenarios, and ship with monitoring plus escalation paths — so routine conversations are automated while edge cases are handed off cleanly.

STEP-BY-STEP GUIDE

Define the conversation jobs — what the chatbot must answer, what it must capture, and what it must trigger.
Fix the knowledge boundary: which sources are approved, and what sits deliberately outside scope.
Design the prompts and conversation flows around those jobs rather than around open-ended chat.
Wire the integrations — CRM, email, calendar, ticketing, forms — so a finished conversation lands somewhere useful.
Set the escalation rules for low-confidence, sensitive, and high-value conversations, with full context on handoff.
Test the key journeys against real scenarios, then ship with monitoring across volume, conversion, and drop-off.

OUTCOMES

More qualified inbound conversations without adding manual triage load.
Faster response on repetitive customer and prospect questions.
Clearer visibility into conversion and support journeys from each chat interaction.
Routine conversations handled end-to-end while edge cases reach a person with context intact.

NEXT STEP

Describe your process and receive a proposal with next steps within 24 hours.

Start a Conversation