Pricing and quotation guide
AI enquiry triage setup cost
Enquiry triage setup costs depend on how many channels enquiries arrive through, how many categories and routing rules are needed, whether key details are extracted as well as categories, which tools triage connects to, how thoroughly it is tested against past enquiries and what review routine is set up. Running costs are usually AI usage fees per message processed, any automation platform subscription and staff time to review samples and fix misroutes. A single inbox with a handful of categories is a modest job; several channels routing into different systems is a larger one.
This guide covers cost drivers, typical scopes, pricing approaches, running costs and comparing quotes. It gives no prices, because they depend on scope, volume and suppliers; LetGetGrow sets out the cost for your project in a custom quotation.
Illustrative diagram
What drives triage cost
- Channels
- Each inbox, form or message source needs connecting.
- Categories and rules
- More categories need more definition and testing.
- Detail extraction
- Pulling out references and summaries adds configuration.
- Integrations
- Routing into helpdesk or CRM needs setup.
- Testing
- Replaying past enquiries and measuring accuracy takes time.
Costs paid to third parties (separate from our fees)
- AI usage fees per message
- Automation platform subscription
- Helpdesk or CRM add-ons
- Adviser fees on decision safeguards
Ask for usage fees estimated at your monthly enquiry volume, including busy periods.
Triage setups compared
| Setup | Typical scope | Relative cost |
|---|---|---|
| Single inbox | A few categories, routing to folders or people | Lower |
| Helpdesk triage | More categories, extraction, helpdesk queues | Moderate |
| Multi-channel | Forms, email and messages into several systems | Higher |
How triage setups are priced
Fixed setup plus usage
Suits you when
- Channels and categories known
Watch out for
- Usage estimates
Pilot on one channel
Suits you when
- Value uncertain
Watch out for
- Accuracy target to continue
Managed service
Suits you when
- Ongoing tuning wanted
Watch out for
- Review hours included
Analysing past enquiries
Defining good categories from real messages takes time, but it is what makes triage accurate. If your team already sorts enquiries consistently, analysis is quicker; if sorting has been ad hoc, more work is needed to agree definitions.
Running costs
AI usage fees depend on the number and length of messages processed. Automation platforms may charge per task or per month. Estimate at your normal and peak volumes, and remember spam is processed too unless filtered first.
Example: starting with one channel
Illustrative example — not a client case study
Situation: A property lettings agency receives enquiries by email, web form and messaging.
- Triage is piloted on the web form first, with four categories.
- Accuracy per category is measured for a month against staff sorting.
- Email is added once the categories prove reliable, reusing the same definitions.
What this shows: The agency extended triage with confidence and little extra design work. This example is illustrative.
Review time
Staff reviewing low-confidence enquiries and weekly samples is an ongoing cost. It falls as categories are refined, but should not drop to zero.
Comparing quotes
Check channels, categories, extraction, integrations, confidence thresholds, testing and accuracy reporting, decision safeguard review, running cost estimates and support.
Keeping the cost down
Start with one channel and a few categories, filter obvious spam before AI processing, route into tools you already use and have staff flag misroutes as part of normal work.
Decision safeguards
If any triage outcome could be a significant automated decision about a person, designing human review and possibly taking advice adds cost. Keeping such decisions with people from the start avoids it.
Judging the value
Measure time from enquiry to first reply, time staff spend sorting and how often enquiries are misrouted, before and after. Compare these over at least a month to smooth out quiet and busy weeks.
Extracting details
Pulling out order numbers, company names, dates and a short summary makes routed enquiries quicker to act on, but each extracted field needs configuring and testing. Start with the two or three details teams most need.
Integrations
Routing to email folders is simple. Creating tickets in a helpdesk or records in a CRM, with fields filled from extracted details, takes more setup and testing, and may need platform add-ons. Price each destination.
Testing
Replaying a few hundred past enquiries and comparing triage with how staff sorted them shows accuracy per category. It takes time but is the evidence you need before go-live.
Number of categories
Each category needs a definition, examples, a routing rule and testing. A handful of clear categories is cheaper to set up and usually more accurate than many fine-grained ones. Split categories later if teams need it, once the basic triage is reliable.
Support and tuning
Categories drift as your business changes. Budget for occasional tuning, either by your team or through an agreed support rate, so accuracy holds over time.
Questions about AI enquiry triage setup cost
What affects enquiry triage cost?
Channels, categories, extraction, integrations and testing.
What does triage cost per month?
Usage fees per message, platform fees and review time.
Can we start small?
Yes, with one channel and a few categories.
Does spam add cost?
It can if processed by AI; filter it first.
Is review time a real cost?
Yes, though it falls as categories improve.
What shows that triage is working?
Time to first reply, sorting time and misroute rates.
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