Fill the Diary. Stop Living in the Inbox.
Hospitality runs on the inbox and the phone. Every enquiry, every dietary requirement, every "can we move it from 7 to 7:30" lands on whoever's nearest. We build booking automation that handles enquiries, group bookings, deposits, confirmations, and reminders, so your front-of-house and management team can spend time on the guests in front of them, not the ones emailing.
The problem, in plain English.
The booking inbox is unmanageable
Mixed enquiries: tables for two, 30-person Christmas parties, allergy notes, "can you do gluten-free", "we need a high chair." Some need answering in 5 minutes, others can wait a day. Right now they all wait the same.
Group bookings live in someone's head
The £2,000 wake on Saturday. The 40-cover function on the 23rd. Deposit taken? Menu confirmed? Dietaries collected? Reminders sent? Each one a series of small tasks that only happen if someone remembers.
No-shows kill margin
A table that doesn't turn up isn't just an empty cover, it's a refused turn-away from earlier that night. Pre-authorisations, deposits, and reminder sequences cut no-show rate dramatically. Nobody has time to set them up manually.
Multi-site is exponential
One pub: just about manageable. Three sites with a shared brand: chaos. Bookings end up duplicated across systems, group enquiries get lost between sites, and no one has the consolidated picture.
What actually happens.
Triage every enquiry
Email, website form, WhatsApp, phone transcription. AI classifies (table booking, group, event, supplier, complaint) and routes to the right inbox, with a draft reply ready.
Handle group bookings end-to-end
Initial enquiry → date/menu options → deposit request → confirmation → dietary collection → reminder sequence → day-of summary to the kitchen and front-of-house. Each step automated; each step has a manual override.
Connect to the systems you already use
OpenTable, ResDiary, SevenRooms, Google Calendar, Square, Lightspeed, Stripe for deposits. Where APIs exist, we use them; where they don't, we work around it.
Cut no-shows with intelligent reminders
Personalised reminders 24-48 hours before. Easy reschedule/cancel link. Pre-authorised deposit where appropriate. The kind of friction that turns "yeah might come" into "yes definitely" or "actually no, sorry."
Fixed fee, phased delivery.
£3,200-£10,000 for build, ~£200-£500/month for hosting + tuning
From £3,200
Booking automation
- Workflow audit + scope
- Build, integrations, and tuning to your real data
- Live deployment in your environment
- Ongoing tuning + accuracy monitoring
What people ask us.
01Can it work alongside our existing booking system?
Yes, the AI layer sits in front. Whether you use OpenTable, ResDiary, SevenRooms, Square, or a custom booking system, we work with it rather than replace it. Customers still get a booking confirmation from your existing system; the AI handles the bits in between.
02What about phone bookings?
We can transcribe voicemails and route them through the same pipeline. For live calls, we typically don't replace front-of-house, but we can hand staff a 30-second summary of the customer's booking history before they pick up.
03How does it handle complaints and sensitive enquiries?
Those get flagged for a human immediately, not drafted by AI. The system's job is to classify quickly and route to the right person with context, not to reply in tone-deaf ways. We tune what counts as "sensitive" with you during build.
04Will it write in our tone of voice?
Yes, we tune on your past replies so the output sounds like your venue, not a generic chain. For multi-site groups, each site can have its own tone where useful.
05How long until we see results?
Inbox load drops immediately on launch. No-show rate reduction shows up over 2-3 months of consistent reminder/deposit handling. Group booking conversion typically improves within the first month as response times drop from "next morning" to "in the next 20 minutes."
Which industries this suits.
Other AI work we build.
More Booking automation patterns and proof
- Invoice PO matching for fabricators, Kingsland Fabrications
- Engineering drawing and cut-list extraction, Kingsland
- Shop-floor AI assistant running daily, Kingsland
- E-commerce AI tools for product businesses, UK Workbenches
- Reactive maintenance AI for doors & access, DoorOps
- AI Invoice Matching for Fabricators
- Workflow Automation for Fabrication
- Document Extraction for Fabrication
- Quote Generation for Trades & Fabricators
- QC Inspection Automation for Manufacturing
- Enquiry Triage & Workflow for Hospitality/Trades
- Kingsland Fabrications, full MES + AI systems case study
- UK Workbenches, ~42% revenue growth (Shopify + PPC)
- CRB Door Systems, Rotherham industrial doors proof
- Free website and AI-readiness check
Ready to win more
and do more with
less staff?
- More enquiries & better rankings
- Smoother operations & less admin
- Faster quoting & better follow-up
- More jobs completed, without hiring more
Book a free strategy call
and let’s map out your clear next step.
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