The problem
The firm fields a steady stream of inquiries: visa types, eligibility, documents, timelines, the same questions arriving in slightly different shapes all day. Each one needed an accurate, on-brand reply, and writing them by hand ate roughly two hours of someone's day, every day.
It's necessary work, but it's repetitive, and it pulls people off the cases that actually move clients forward. The volume only grows as the firm does.
The system
This automation builds directly on the knowledge hub Flairr had already put in place. When an inquiry arrives, the system reads it, retrieves the relevant rules and procedures from the hub, and writes a reply, then drops it straight into the right employee's Outlook as a draft.
The employee opens an inbox where the hard part is already done. They skim the draft, make any change they want, and hit send. Roughly two hours of writing a day collapses into a few minutes of review.
Guardrails
Nothing sends itself. Every reply is a draft a person reviews and approves, so a human is always the last step before a client hears back. Because the draft is built from the knowledge hub, it answers from the firm's own documents rather than inventing a rule, and anything unusual is easy to spot and rewrite.