A subcontractor cannot price an unclear brief reliably. Missing photos, uncertain access and a description such as “bathroom needs doing” can send a job through several rounds of questions. Sophie Bennett, the AI Enquiries Coordinator in Plan@Job, helps the operator gather the information needed before the pricing conversation can progress.
Sophie works on existing jobs. Her role does not mean every incoming email is automatically classified and turned into a new job.
What Sophie looks for
The enquiry workflow checks the information on the job for practical gaps, including photos, access and dates. It can also assess whether the description gives a subcontractor enough detail to understand the work being priced.
A precise description of a dripping mixer tap and a general request to refurbish a bathroom need different levels of clarification. The aim is a useful question about the brief, not a longer email for its own sake.
What happens next
When the job qualifies for follow-up and the account has the necessary setup, Sophie helps ask the client for the missing information. Ordinary first contact with a client needs approval. After two attempts, unresolved questions return to the team rather than continuing indefinitely.
The operator still reviews what came back, clarifies the scope and decides the commercial offer. Sophie does not choose a price, promise a start date or publish the job to subcontractors as part of this enquiry role.
Example: an incomplete refurbishment brief
This is an illustrative scenario. A private job has a short description and no useful photos. The operator has recorded the client contact, but the team still does not know whether the request concerns replacing fittings or a complete refurbishment.
A useful follow-up asks the client to clarify the work and supply photos. It should not invent dimensions, tell the client a subcontractor is booked or imply a price is already agreed. When the client replies, the team checks that the brief is now usable. If the questions remain unanswered after the permitted attempts, a person takes over.
How to set Sophie up
- Use your existing operator account, or complete the operator onboarding route.
- Open AI staff and review Sophie's role.
- Select the supervisor and check the relevant account and mailbox setup.
- Choose the available supervision settings and writing instructions.
- Review the activity history and any decisions waiting for approval.
Writing instructions can help keep questions concise, reassuring or clear about why a photo is needed. They do not expand Sophie's authority or replace the job's required information.
What to measure
Look at whether the questions produce a usable brief and whether a person can move the job forward. Count clarification requests that helped, ones that needed editing and unresolved handoffs. Do not judge the workflow only by the number of messages sent.
Common questions
Will Sophie decide the price?
No. Prices and the commercial offer remain decisions for the authorised people in your business.
Is Sophie a general sales representative?
No. The core role described here is enquiry clarification on existing jobs. Specialised imported-lead workflows have their own setup and authorisation; they are not a promise of automatic sales outreach for every operator.
What comes after a clearer brief?
The operator plans the delivery and pricing approach. Explore project stages, or review Sophie and the other AI colleagues.