Turn an Email Into a Job Draft

Let the Email Fill Out the Job for You

When a customer or property manager emails your shop, KeyBolt's AI reads the message and pulls out the details a job needs. A blue AI read this email banner appears on the Colab with what it found. You review it, then send those details to a job. The AI never creates a job on its own. You always look it over first.

This is included on both KeyBolt Basic and KeyBolt Pro, at no extra charge.

Where the Banner Shows Up

Open any Colab that came from an inbound email. If the AI found something useful, the banner sits near the top of the Colab, above the conversation. If you do not see it, the email may not have had enough to go on, or someone already dismissed it.

It also works on a PDF you upload yourself. If a work order was too big to email, drop the PDF onto the Colab with the Document tab in the composer and the AI reads it the same way, folding what it finds into the banner. Word, Excel, and image files are not read this way.

What the AI Pulls Out

Depending on what the email contains, the banner can show:

• Customer name, phone, and email.
• Address for the job.
• Job type, like Residential Lockout, Car Lockout, Rekey, or Lock Install.
• Description of what the customer needs.
• Urgency, shown as a small Emergency, Urgent, or Normal tag.
• WO # (work order number) from property-manager platforms like ServiceChannel, Corrigo, or Yardi.
• NTE (not-to-exceed amount), the budget cap a property manager set.

It only fills in what is actually in the email. It never makes up numbers or addresses. A short note at the bottom of the banner explains the AI's reasoning.

How to Use the Draft

1. Read the draft fields and make sure they look right.
2. Tap Add details to a job on the banner. A picker opens. Choose Create a new job with these details to open the Create Job screen with the fields already filled in, or search for a job you already have open.
3. If you picked a job you already have, a review step fills any blank fields on its own. Anything that clashes with what is already on the job asks you to choose Keep current or Use AI. Colab photos copy across too.
4. If the email came from someone new, the new-customer form is seeded with the name and phone the AI found, so adding them is a couple of taps. Type in their email yourself if you want it on the record. You can also tap Skip, no customer and attach them later.
5. Adjust anything you want, then create the job as usual.

The banner also offers Create Estimate when you need to quote the work instead of booking it, and the same details carry across into the estimate builder.

If You Do Not Want the Draft

If the email was spam, a newsletter, or not a real job, tap Dismiss (or the x in the corner). The banner goes away and stays hidden for that Colab. You can still reply to the email and work the Colab normally.

When the Draft Looks Empty

Some emails do not give the AI much to work with, like a one-line message or an automated notice. In that case the banner may show only the heading and the reasoning, with few or no fields filled in. That is normal. Just dismiss it, or fill the job in by hand.

Related

See Your Shop's Inbound Email Address for how emails arrive, and Reply to Inbound Emails for answering the customer from the same Colab.