Your Inbox Becomes Your Most Productive Team Member
AI reads every incoming email, extracts booking requests, auto-drafts responses, and follows up on unanswered quotes. Turn email from a time sink into a revenue engine.
Why Email Is Killing Your Productivity
These problems cost chauffeur businesses thousands every month.
You spend 2+ hours daily reading, sorting, and responding to booking emails
Important enquiries get buried in a sea of spam, newsletters, and CC chains
Clients send booking requests in free-form text that's impossible to process at scale
Follow-up on sent quotes is manual — you forget, and the client goes elsewhere
No way to know if a quote email was opened, read, or forwarded
Night and weekend enquiries sit unanswered until Monday morning
AI That Reads, Understands, and Acts on Every Email
Connect your Gmail or SMTP inbox to 4fleet. AI reads incoming messages, extracts dates, routes, vehicle requirements, and passenger counts — then drafts a response or creates a booking automatically.
What you get
AI reads incoming emails and turns them into structured enquiries automatically
Kanban pipeline from new to won, with auto-advancement on client replies and payments
Duplicate detection and lead scoring keep the pipeline clean
AI Email Parsing
Claude AI reads every incoming email and extracts structured booking data: dates, times, pickup, dropoff, passenger count, vehicle preferences, and special requests.
Natural language understanding — works with any email format
Extracts: date, time, route, passengers, vehicle type, budget
Confidence scores on each extracted field
Creates draft booking or enquiry from parsed data
Handles multi-booking emails (e.g., 'we need 3 cars on Tuesday')
AI Auto-Drafts
For every parsed email, AI drafts a professional response — acknowledging the enquiry, confirming details, and either providing a quote or asking clarifying questions.
Tone matches your brand voice (professional, friendly, formal)
Includes pricing if route and vehicle type are clear
Asks smart clarifying questions when details are missing
One-click send or edit before sending
Learning from your edits to improve future drafts
Dear Mr. Smith,
Thank you for your enquiry. We'd be delighted to arrange 2 Mercedes E-Class vehicles for your transfer from The Ritz to Heathrow T3 on 15th March.
Quoted price: £290.00 (2 vehicles, meet & greet, luggage assistance included)
Automated Follow-Ups
Sent a quote and heard nothing? 4fleet automatically follows up at intervals you set — 24 hours, 3 days, 7 days — until the client responds.
Configurable follow-up sequences (timing and frequency)
Different follow-up templates for different quote values
Email open and click tracking (know when they read it)
Auto-stop follow-ups when client responds
Follow-up analytics: which sequences convert best
Quote sent
Mon 10:15
Opened by client
Mon 11:02
Follow-up #1 sent
Tue 10:15
Follow-up #2
Thu 10:15
Final follow-up
Mon
Smart Inbox Organisation
Emails are automatically categorised: booking requests, confirmations, cancellations, invoicing, and general enquiries. Find anything in seconds.
Auto-tagging by email type and urgency
Priority inbox showing action-required emails first
Thread view with full conversation history
Link emails to bookings, enquiries, and clients
Search across all email content and attachments
Hotel Marylebone
BookingAirport transfer request — 6 pax
Sarah Williams
EnquiryRe: Wedding car availability July
Stripe
PaymentPayment received — Inv #4821
James Wilson
UrgentSick tomorrow — need cover
Works With Your Existing Tools
Gmail
Full two-way sync with Gmail via IMAP/SMTP
IMAP / SMTP
Connect any email provider (Outlook, Yahoo, etc.)
Claude AI
Advanced language model for email understanding