Email to priced quote

What it does

Carson finds the newest unread request email, checks whether an enquiry already exists for it, and if not, prepares one with the full route as the client wrote it. After you approve the enquiry, Carson prices it with your own pricing engine and shows you how the total was built. The quote goes to the client only when you approve the send.

Use it for the emails that did not become an enquiry on their own, for example when automatic enquiries from email are not set up or the parser skipped a message.

Before you start

• Your mailbox is connected and the email is in the Inbox.
• Your rates are set up, so the pricing engine can price the route.
• Carson asks before it saves or sends anything. If an Owner has set Enquiries & quotes or Email sends to Auto in the Assistant's action permissions, Carson makes those changes without showing you a card first. Auto works only on the Scale plan; on other plans Carson still asks.

Steps

1. Open Assistant. The Chat tab opens first.
2. Paste this prompt into Message Carson... and press Enter:

Find the most recent unread email in my inbox that asks for a transfer or chauffeur job and show me who sent it and what it asks for. First check whether an enquiry already exists for it: whether this email, or another email with the same subject, is already linked to an enquiry, and whether one of the latest enquiries has the same client and date. If one exists, show it to me and stop. If none exists, check whether the sender is an existing client; if so, link the enquiry to that client and tell me their negotiated terms. Then propose creating the enquiry with every job, stop, date, pickup time, passenger count, luggage and flight number exactly as written in the email: mark a confirmed date with no pickup time as Time TBC, treat a return as its own job, and leave anything not stated empty. Use the sender's email address as the contact email and link the enquiry to this email. If the client asked for a type of car, set the matching vehicle class from our vehicle classes. After I approve the enquiry, generate the quote with our pricing engine and show me the total, the price breakdown and every assumption. If the engine refuses because a detail, a vehicle or a vehicle class is missing, tell me exactly what is missing, list our vehicle classes if the class is missing, and stop. Do not send the quote until I approve the send.

3. Read what Carson found. If it says an enquiry already exists, open that enquiry from Enquiries and quote it there.
4. If Carson proposes a new enquiry, check the card against the email: each job, the dates, any Time TBC, passengers, bags and flight numbers. Select Approve, or Reject and tell Carson what to fix.
5. Carson proposes to generate the quote. Select Approve, then read the total, the breakdown and the assumptions Carson shows.
6. If Carson says the vehicle class is missing, tell it which one to use, for example "Use Executive Saloon and generate the quote again". Approve the change to the enquiry, then the new quote.
7. When the price is right, type "Send the quote". The card shows who receives it, the sending address and the amount. Select Approve to send.

What you get

• A new enquiry with every job and stop from the email, linked to the email it came from, and to the client when the sender is already on file.
• A price from your own rates. When the enquiry is linked to a client with an agreement in effect, the engine applies that agreement.
• After you approve the send, the client receives the same quote email the enquiry page sends, with the acceptance link and the PDF. If the price changed between your approval and the send, the quote is not sent and Carson asks you to review it again.

Tips and gotchas

• Carson looks at the 25 newest unread emails and only sees their subject and sender until it opens one. If the request is older, name the sender or the subject in the prompt.
• Carson sets a vehicle class only from your own vehicle classes. A class name it does not recognise is refused, and Carson tells you which classes you have.
• Generating the quote does not change the enquiry's status. The enquiry moves to Quoted when you send the quote.
• Carson never makes up a price. If the engine cannot price the route, you get the list of missing details instead.