By role

Virtual sales and customer support assistant

A customer who waits two days for a quote has usually already asked the competition. Salespeople know what the reply should be, but enquiries arrive while they are in a meeting, in the field or on another job, so the reply is late. The same goes for after-sales questions that keep repeating.

A virtual sales and customer support assistant replies quickly, based on the price list and the rules you give it. Quotes and anything that needs a decision come to you for approval.

Start the assessment

You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.

What a virtual worker takes over

  • Reading and sorting enquiries

    Reads the enquiry, pulls out what the customer is asking for and classifies it by type and urgency. An enquiry with missing details becomes a question to the customer.

  • Draft quote from the price list

    Assembles a draft quote from your price list, templates and previous quotes. The salesperson checks prices and terms and sends it.

  • Quote follow-up

    Reminds the salesperson about quotes with no reply and prepares a short note to the customer after an agreed number of days.

  • Replies to common after-sales questions

    Answers questions about delivery, use or an invoice from your instructions. Anything that needs a person, or a return request, it passes to you.

  • Replies outside working hours

    The customer gets a first reply and a confirmation of receipt straight away, in the evening and at weekends too, and your team picks up in the morning whatever needs a person.

What getting started looks like

This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.

  1. 1

    We choose one source of enquiries

    Usually it is the shared email inbox or a form on the website, because that is where most of the repetition is.

  2. 2

    We collect the price list, templates and earlier replies

    From these the worker learns what you sell, what you call it and how you address customers.

  3. 3

    Drafts go for approval

    The salesperson reviews every quote and reply before it is sent. For simple types of enquiry you can later allow replies on its own.

  4. 4

    Follow-up and after-sales questions

    Once the first part works, we add quote follow-up and replies to after-sales questions.

What we need from you

  • access to the email inbox or form where enquiries arrive
  • your price list, quote templates and terms of sale
  • a few past enquiries with the quotes and replies
  • a list of topics the worker never handles on its own, for example discounts and complaints
  • a person who approves quotes

What a virtual worker does not do

  • It does not negotiate prices and does not give discounts.
  • It does not promise delivery dates that you have not confirmed.
  • It does not handle complaints and returns; it passes them to you.
  • It does not send a quote on its own until you explicitly allow it.

Frequently asked questions

What is a virtual sales and customer support assistant?

An AI agent that reads customer enquiries, drafts a quote from your price list and follows up quotes. HelpAi sets it up and maintains it, and the salesperson approves everything that goes to the customer.

Will customers know they are not writing to a person?

How you label the messages that a virtual worker prepares, we agree before we start, in line with the rules that apply. At first everything passes through your salesperson.

Can the worker answer questions about prices?

Only according to the price list and the rules you give it. If a price is not in the price list or the question calls for a discount, it does not answer on its own but passes it to the salesperson.

How quickly does a customer get a reply?

A first reply or a confirmation of receipt arrives straight away when the worker can answer on its own, while a quote that needs approval waits for the salesperson. We agree what goes out on its own and what goes with approval.

Does the worker work with our CRM?

It depends on the CRM and the access you give us. Until then it works with email and spreadsheets. We check at the meeting.

An estimate now, a clear figure for management.

The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.

Start the assessment

Updated 6 November 2026.