A managed service that runs the workflow for you
Cognumi does not give you a tool to manage. We run the full operational cycle — from the first enquiry to a ready-to-act handover for your team.
The distinction matters: you don't configure prompts, check dashboards, or fix things when they break. You receive structured results and a weekly review. The operational work stays with us.
The six-step workflow
Every enquiry follows the same structured, consistent process — so your team always receives a complete, ready-to-act lead with no gaps.
Capture
Enquiries arrive from your website contact form, email, chat widget, or direct message — even at 11pm on a Sunday. Cognumi picks them up immediately and timestamps every capture, so your team knows exactly what came in, when, and from where. Nothing gets lost in a crowded inbox or sits unanswered until Monday morning.
- Website contact forms
- Email enquiries
- Chat and messaging channels
- After-hours and weekend capture
Answer
Common questions get an immediate response using your approved knowledge base. Not generic filler: your specific services, your actual pricing bands, your real process, your location. The response goes out within minutes and sets the right expectations before your team is ever involved. Enquiries that asked a question don't go cold while they wait for a human.
- Approved FAQ responses
- Your pricing and availability information
- Service and process enquiries
- Consistent tone and accuracy every time
Qualify
By the time your team sees the lead, the work is done. Intent, urgency, the service they need, their location, their timeline, preferred callback time — all collected in a structured sequence. An estate agent gets buyer chain status and area preference. A clinic gets treatment type and urgency. A boiler engineer gets the make, model, and fault description. Your team acts — they don't investigate.
- Customer intent and urgency captured
- Service type and requirements confirmed
- Location, timeline, and contact details
- Structured for immediate handover
Review
Not everything should be handled without a human in the loop. Cognumi flags sensitive topics, regulated enquiries, complaints, high-value leads, and unusual cases for your team to review before any action is taken. Your people see these first. The workflow doesn't proceed until they approve. This is where 'human oversight' becomes a concrete step in the process — not a reassurance.
- Sensitive or regulated enquiries flagged first
- High-value or complex leads held for review
- Edge cases surfaced automatically
- Human sign-off before action proceeds
Execute
Once qualified and cleared, the right next step runs. A booking request goes to your calendar or scheduler. A document checklist goes to the new client. A follow-up sequence starts for an unresponsive lead. A review request queues for the right moment after a completed job. The workflow runs the step — your team doesn't have to remember to do it.
- Appointment booking or routing
- Document collection initiated
- Follow-up and re-engagement messages sent
- CRM notes and summaries prepared
Hand Over
Your team receives one structured summary per lead: what was asked, what was answered, what was collected, what needs their attention, and what the suggested next step is. No searching back through message threads. No wondering what the customer said last week. Just a complete, ready-to-act brief — delivered to wherever your team already works.
- Structured handover summary per lead
- All enquiry details and context included
- Next steps clearly suggested
- Delivered to your team's inbox
Not software. A managed service.
Every AI tool on the market promises to handle your enquiries. The difference is who bears the operational responsibility when something needs to change.
We configure it — you don't
There is no setup wizard, no prompt engineering, no template to fill in. We map your workflows, build your knowledge base, and configure everything. You review and approve. Nothing goes live until you're satisfied.
We run it — you don't manage it
There is no dashboard to check every morning. We monitor what's running, flag what needs your attention, and update workflows when your business changes or a new edge case appears.
We improve it weekly
Every active workflow gets reviewed once a week. We identify where leads dropped off, where a response could be sharper, where an extra follow-up step would help — and we make the change before you notice a gap.
Human-in-the-loop by design
Cognumi is not a fully autonomous system. AI handles predictable, repeatable work — consistently and at scale. Humans review anything that requires judgement, involves compliance, or carries meaningful risk. That boundary is configured from day one and reviewed weekly.
AI handles
- Initial enquiry capture from all channels
- FAQ answers from your approved information
- Lead qualification and data collection
- Appointment request intake and routing
- Follow-up and reminder messages
- Review request campaigns
- CRM note and handover preparation
Humans handle
- Final decisions and complex judgements
- Sensitive complaints and disputes
- Regulated advice (medical, legal, financial)
- Pricing exceptions and negotiations
- High-value or unusual enquiries
- Weekly quality assurance and workflow review
- Client relationship management
What happens in your first two weeks
From sign-off to live workflow in 5–7 business days. Here is exactly what that looks like.
Discovery and knowledge base review
We map your workflows, review your existing materials (pricing, FAQs, process docs), and identify the highest-value starting workflow for your business.
Configuration and testing
Your workflow is configured and tested against realistic enquiry patterns. We run edge cases. We check tone, accuracy, and escalation logic before anything goes near a real customer.
Pilot launch
One workflow goes live. Your team starts receiving structured handovers. We monitor closely and are available to address anything that comes up in the first days.
First performance review
We review every enquiry that ran through the workflow, identify what can be improved, and make the first set of refinements. You get a clear picture of volume, response rate, and handover quality.
Questions before you start
The questions most business owners ask before running a pilot.
What if my business is complicated to explain?
Most of the businesses we work with have nuanced services, non-standard pricing, or workflows that vary by case. That's what the knowledge base configuration is for. We spend the first two days understanding your business before anything goes live — so the responses are accurate, not generic.
Will AI ever say something wrong to a customer?
All responses come from your approved knowledge base — not from a general language model improvising. We also apply human review to sensitive, regulated, and high-value cases before any response goes out. The weekly quality review catches anything that needs correction. We won't claim it's infallible, but the error rate is far lower than an overloaded inbox.
How is this different from Zapier, a chatbot, or an AI assistant?
Those are tools you configure, manage, and fix when they break. Cognumi is a managed service: we configure it, run it, monitor it, and improve it. You receive structured handovers and performance summaries. The operational responsibility stays with us — not with you.
What if something needs to change — new pricing, new service, new process?
Changes come through your dedicated point of contact and are reflected in the knowledge base and workflow configuration within one business day. You don't edit settings yourself — you tell us what changed, and we handle it.
Do I need to commit to all six services at once?
No. Every pilot starts with one workflow — usually AI Enquiry Handling or Lead Qualification. Once you can see the volume and quality of handovers, expanding is a simple conversation. There is no long-term contract required to start.
Something not answered here?
Ask us directlyReady to run one workflow?
Start with AI Enquiry Handling or Lead Qualification. Prove the value in the first two weeks. Then decide what to run next — there's no long-term commitment required to begin.
Apply For a Pilot