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Phi-Lean.ai – True Lean software automation

Language travel agency

A tailored quote in an hour, instead of three days

A family asks for a stay in Dublin for their 15-year-old daughter, three weeks in July, with a host family. Today the answer takes three days and goes through several people. Meanwhile, a one-person competitor equipped with AI answers in four hours.

Target

1 h

target time for a complete quote

The scenario

An agency with five advisers, selling stays in Ireland, the UK and Malta.

The flow, end to end

This use case, laid out on the Phi-Core architecture.

  1. What triggers it

    • Forms & websiteQuote request on the website or by e-mail

  2. The agents at work

    Phi-Core
    • Profile AnalysisReads a request or a message and works out who, what, by when, and what is missing.
    • DraftingWrites replies, quotes and reminders, in your tone and your house style.

  3. You validate

    The adviser reviews the quote and sends it in one click; requests outside the price grid come back to him with what is missing.

  4. What comes out

    • Documents generatedQuote in the agency’s house style, as a PDF
    • Drafts ready to sendCovering e-mail, then a follow-up after three days
    • Systems kept up to dateRequest logged in the sales pipeline

Today

  • Requests arrive incomplete: age, dates, budget or accommodation are often missing.
  • An adviser calls the family back, then contacts schools and host families.
  • The quote is built by hand in a word processor.
  • Average delay: three days, during which the family shops around.

With Phi-Core

  1. The family fills in the website form, or writes freely by e-mail.
  2. The analysis agent extracts destination, dates, age, accommodation, budget and options, and spots what is missing.
  3. Phi-Core prices the stay from the agency’s grid and checks that the period is open.
  4. The drafting agent produces the quote in the agency’s house style and the covering e-mail, in the house tone.
  5. The adviser reviews, adjusts if needed, and sends in one click.
  6. With no answer after three days, a personalised follow-up is prepared for the adviser.

What we look at first

Before plugging anything in, we spend time with the people who do this work. That is where most of the value lies: a well-understood flow automates simply; a poorly understood one automates badly, whatever the tool.

  • The combinations behind most requests: destination, length, accommodation, age group.
  • An up-to-date price grid for those combinations, kept by the agency with its partners.
  • What really needs a human conversation: special requests, health, tight budgets.

What changes

  • A complete quote within the hour, during opening hours.
  • Advisers who spend their time advising, not typing.
  • Every request tracked and followed up.
  • Special cases that arrive already qualified.

Plugged into your tools

The website form, the agency’s e-mail, the price grid in a spreadsheet, the quote template (Word or Google Docs), the sales tracking tool.

Safeguards

  • No quote goes out without the adviser’s review.
  • A combination missing from the grid is never made up: it goes back to the adviser.
The Lean principle behind this case“Serve more” pillar: + CapacityServe more customers, without heavy investmentRead on phi-lean.com

Does your flow look like this one?

Describe it in a few lines: we will tell you where we would start, and what we would look at first.

Talk about my flow

Typical scenario, built to illustrate Phi-Core; it is not a client reference. The targets shown are design goals: yours are set during the diagnostic, from your real flow.

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Which of your flows deserves to be automated?

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