About Microsoft Outlook integration
Outlook is where your work lands first - enquiries, drawings, change requests, purchase orders, invoice emails, and constant back-and-forth. If Outlook isn’t connected to your workflow, you end up with the usual failures:
- enquiries sit unanswered
- attachments get lost in threads
- jobs get quoted late
- invoices get filed inconsistently
- no one knows what’s been replied to or what’s still outstanding
This integration turns Outlook into a structured pipeline inside Agenisy, so your team can handle volume without losing control.
What you can do with Outlook connected
- Enquiry capture
- Convert inbound emails into leads/jobs automatically (rules-based)
- Extract key details where present (customer, site, dates, scope keywords)
- Email history tied to each job
- Every thread becomes part of the job record so context is never lost
- Attachment and document handling
- Save drawings, photos, specs, POs, invoices, RAMS and certificates to the correct job
- Invoice handling
- Detect invoice emails, store attachments, and keep a clean finance trail
- Draft replies and consistency
- Draft replies using templates and standard questions (approval-based if preferred)
- Follow-up automation
- Tasks and reminders created automatically when a lead goes quiet
- Internal routing
- Route emails to the right owner/team (sales/ops/finance), including shared mailboxes
Extra functionality you should position (high value)
- Shared mailbox support (sales@ / ops@ / accounts@) with assignment rules
- SLA tracking (flag enquiries not replied to within X minutes/hours)
- Auto-categorisation (enquiry, quote request, variation, invoice, complaint)
- De-duplication (merge repeat enquiries into one contact record)
- Audit trail (who replied, when, what was attached, what changed)
Key benefits
- Faster response times and improved conversion
- Less admin and fewer missed emails
- Cleaner job files with every document stored correctly
- Better accountability across the team
Features available
- Email/thread logging against leads/jobs
- Rules-based lead/job creation from emails
- Attachment capture and storage to job records
- Draft replies and template library
- Task/reminder generation for follow-ups
- Shared mailbox support (where enabled)
- Optional: categorisation/tagging and SLA alerts
