AI-Powered Business Emails: How Artificial Intelligence is Enhancing Communication

Mid to large-sized businesses, especially those in the B2B domain, operate through an extensive amount of email communication. This typically involves processes, tools, and personnel to handle this unstructured communication, process it, and either provide a service or response. Due to the free-text form of emails, processes based on email information exchange have traditionally been almost impossible to automate, unlike structured information found in web forms or API calls.

That has changed. AI is advancing rapidly and is now capable of understanding the context of an email, asking for clarifications, collecting data, and processing the information into structured data. This data can then be automated and integrated into business software. Automatically, tasks such as generating a quotation, providing information, filing, and registering product purchases or services can be automated, allowing employees to focus on higher-value business activities.

For example, businesses today receive thousands of requests for quotations via email. These emails are in free-text form and require a person to read through them, extract relevant parameters, enter the data into internal systems, calculate a quote, and send it back via email to the customer. This process can be fully automated using Ronins AI, which can read the email, request any missing parameters, prepare the information, call an API for calculation, receive the price quote, and generate a personalised email with the quotation.

Of course, many other use-cases are possible. For customer support, it can automatically respond to FAQs and common inquiries using AI integrated with the knowledge base. Appointment scheduling becomes effortless as AI reads emails, checks calendar slots, and sends confirmations. Businesses can also automate order confirmations and shipping updates based on internal order data. Follow-up emails for leads and sales inquiries can be sent automatically to re-engage prospects, while feedback and survey requests can be dispatched promptly after transactions or services. All these interactions are performed in natural language, facilitating smooth and intuitive conversations.

Does Ronins AI replace people? In some cases, yes, entirely. However, we still provide a fallback mechanism so that if the AI is unable to manage the request, it can hand it off to a human operator, much like an operator would consult with their team lead if they can't handle a request. Nonetheless, being able to reduce the time employees spend on repetitive tasks by 80% represents a significant cost reduction and optimization of internal processes.

If you are interested in reading more about how Ronins AI helped logistics company with their email communication, you can find the case study we have published here: LINK