Stop staring at a blinking cursor. Let AI handle your customer communication.
We’ve all been there. You need to send a quick email to a customer – maybe to confirm a booking, chase an invoice, or explain a delay. But instead of taking 30 seconds, it takes 10 minutes. You worry about the tone. Is it too harsh? Too casual? Did you forget something?
Multiply that by 10 emails a day, and you’re losing hours of valuable time just thinking about what to write.
What if you never had to type a full email to a customer ever again?
With the new AI-powered “Buddy” in ProCleanerUK’s “The One Platform”, you don’t have to. You provide the intent; the AI provides the polish.
How It Works: From Rough Notes to Professional Prose
The concept is simple: You talk to your Buddy like you would a colleague. You give it the raw, unpolished facts, and it transforms them into a professional, courteous, and grammatically perfect email.
You type: “tell John invoice is late pay now” AI Suggests: “Dear John, I hope you are well. This is a friendly reminder that invoice #123 is currently outstanding. We would appreciate it if you could attend to this at your earliest convenience. Kind regards, [Your Company Name]”
It’s that simple. You confirm the draft, and it’s sent.
Real-Life Scenarios: How AI Improves Quality
Let’s look at some granular, real-world examples of how this feature transforms your daily interactions with both prospect and existing customers.
Scenario 1: The “Running Late” Message
The Situation: You’re stuck in traffic or a job ran over. You need to let the next customer know, but you’re stressed and in a hurry.
- Without AI: You might send a text like: “Running late be there in 30.” It works, but it’s abrupt and unprofessional.
- With Buddy:
- You Type: “tell Sarah running 30 mins late stuck in traffic sorry”
- AI Polishes to: “Dear Sarah, Please accept my apologies, but I am currently running about 30 minutes behind schedule due to unexpected traffic. I am on my way and will be with you as soon as possible. Thank you for your patience.”
- Result: The customer feels respected and informed, turning a negative (lateness) into a neutral or positive interaction.
Scenario 2: Chasing a Prospect Quote
The Situation: You sent a quote to a prospect last week and haven’t heard back. You don’t want to seem desperate, but you want the job.
- Without AI: You might procrastinate because you don’t know what to say, or send a generic “Did you get my quote?”
- With Buddy:
- You Type: “ask Dave if he saw the quote for the kitchen job wanting to book him in”
- AI Polishes to: “Hi Dave, I hope you’re having a good week. I just wanted to follow up on the quote we sent over for your kitchen project. Have you had a chance to review it? We are currently scheduling jobs for next month and would love to get you booked in. Let me know if you have any questions.”
- Result: A gentle, professional nudge that emphasizes scarcity (scheduling jobs) without being pushy.
Scenario 3: The “Difficult” Conversation
The Situation: A customer is asking for a discount or a service you don’t provide. You need to say “no” firmly but politely to maintain the relationship.
- Without AI: It’s easy to sound defensive or blunt when saying no. “We don’t do that” can lose a customer for life.
- With Buddy:
- You Type: “tell Mike we cant lower the price because materials are expensive”
- AI Polishes to: “Dear Mike, Thank you for your inquiry. regarding the pricing. Unfortunately, we are unable to offer a discount on this quote due to the current high cost of quality materials. We are committed to using the best products for your project to ensure a lasting result. I hope you understand.”
- Result: You stand your ground on price while explaining the value (quality materials), protecting your margins and your reputation.
Scenario 4: The “Details Needed” Follow-up
The Situation: A prospect enquired but didn’t leave their full address or phone number.
- Without AI: “Need your address.”
- With Buddy:
- You Type: “ask Jenny for her postcode so I can check if we cover her area”
- AI Polishes to: “Hi Jenny, Thanks for reaching out! To check if we have a team available in your area, could you please provide your full postcode? Once I have that, I can confirm our availability for you immediately.”
- Result: Helpful and action-oriented.
Why This Matters for Your Business
- Consistency: Every email that leaves your business sounds professional, regardless of who sends it or what mood they are in.
- Speed: Stop overthinking. Type what you mean, and let the AI handle the grammar and tone. What used to take 5 minutes now takes 30 seconds.
- Confidence: For team members who aren’t confident writers, this is a superpower. They can communicate effectively without fear of making mistakes.
- Customer Experience: Your customers receive clear, polite, and well-structured communication, which builds trust and authority.
- Your Brand, Your Domain (No More “No-Reply”): Unlike other software that forces you to send notifications from a generic
noreply@softwareplatform.comaddress, Buddy lets you connect your own SMTP settings.- Real Recognition: Emails land in the inbox showing your company name and your domain (e.g.,
info@yourbusiness.com). - Two-Way Conversations: Because the email comes from you, your customers can actually hit “Reply” and respond directly to you. No more lost messages sent to a robotic void.
- Real Recognition: Emails land in the inbox showing your company name and your domain (e.g.,
Ready to upgrade your communication? Try Buddy AI today and see how much time you can save. Just ask it to “send an email” and see the magic happen. Start Your Free Trial