The enquiry that books is the one answered first
Booking requests arrive at 11pm and on Sunday morning, and they go to whoever replies first. InboxPilot drafts the response with your rates and the details you need to confirm, the moment the enquiry lands.
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Connect OutlookFree plan · Works inside Gmail & Outlook · You approve every send
Hi, I need a transfer from downtown to the airport this Friday for 4 people, pickup around 5:30am. We'll have 6 large bags. How much would that be, and are you available?
Grounded in your docs · approved by you
Why booking requests emails deserve automation
Chauffeur services, tour operators, moving companies, clinics, venues, and photographers all live the same pattern: a booking enquiry is a buying signal with a short shelf life, because the sender usually emailed three providers at once. The reply that arrives first with a price and a clear next step tends to win, yet enquiries pile up overnight and through busy days because answering each one means checking rates, thinking about availability, and asking for the missing details. InboxPilot drafts that reply on arrival: rates from your own price list, the exact clarifying questions your booking process needs, and your booking terms, held for your approval or sent automatically for routine cases once you trust it.
What makes this workflow painful
Enquiries expire fast
The sender emailed your competitors too. An enquiry answered the next morning is often already booked elsewhere.
They arrive when you are working
Bookings come in during jobs, appointments, and nights, exactly when nobody is at a keyboard to answer them.
Every enquiry is missing something
Date but no party size, route but no pickup time. Each gap means another round trip before you can quote or confirm.
How teams handle it today
None of these are wrong. They just spend skilled people on assembly work, and they all get slower exactly when volume spikes.
Reply personally between jobs
The owner or dispatcher answers enquiries from their phone when there is a gap in the day.
Response time depends on the day's schedule, and the after-hours enquiries wait the longest.
A booking form or scheduling tool
A form on the website collects structured requests, and a calendar tool handles the self-serve cases.
Customers with questions or unusual requests skip the form and email anyway. Someone still answers those.
Templated replies from a saved draft
A canned response with general pricing goes out, and the specifics get sorted over the next few emails.
Generic replies without a concrete price or next step read as a brochure, not an answer.
How InboxPilot automates it
Step 1
Connect the inbox enquiries come to
Gmail or Outlook, including shared addresses like bookings@ or info@. Nothing changes about how customers reach you.
Step 2
Teach it your rates and booking rules
Upload rate cards, service descriptions, deposit and cancellation policies. Drafts quote from these, in your tone.
Step 3
Enquiries get drafted on arrival
Each request gets a reply with pricing for what was asked, the specific details still needed to confirm, and your next step.
Step 4
Confirm the booking, approve the reply
Your calendar and booking system stay the source of truth for availability. The draft handles the conversation; you handle the commitment.
A real shape of this email, drafted
The incoming email on the left, the InboxPilot draft waiting for approval on the right.
Airport transfer Friday morning, quote please
Hi, I need a transfer from downtown to the airport this Friday for 4 people, pickup around 5:30am. We'll have 6 large bags. How much would that be, and are you available?
Hi, thanks for reaching out. A 5:30am downtown-to-airport transfer for 4 passengers with 6 large bags fits our executive van, which runs $95 flat for that route, including meet-and-load and 45 minutes of wait time.
To lock Friday in I just need two things: your exact pickup address, and your flight number so we can track any schedule changes. A $25 deposit confirms the booking; the rest is due on the day.
Reply with those and you will have a confirmation within the hour during business time.
The vehicle match, flat rate, wait-time policy, and deposit terms all come from the rate card and booking rules you connected.
Turn a sentence into automated actions
Describe what should happen in plain English and InboxPilot builds the workflow: a trigger, an AI decision, and the actions that run on their own. No flowcharts, no rules engine.
- Draft a reply with pricing and the exact missing details
- Apply the Booking label and a date flag
- Route special requests and complaints to a person with context
Related guides and pages
Booking requests: frequently asked questions
Connect the inbox your enquiries arrive in, upload your rate card and booking policies, and InboxPilot drafts a reply to each enquiry with pricing and the details needed to confirm. You approve sends by default, and can allow routine confirmations to go out automatically once the drafts have earned it.
Start with the emails you're tired of.
Connect Gmail or Outlook, point InboxPilot at a few documents, and see your first drafts today.
No credit card. Nothing sends without your approval.
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