Operations & admin teams · Solution
Soluvide builds shared inbox triage for UAE businesses. It reads every message that reaches info@, sales@ and your web forms, works out what the sender wants and in which language, pulls out the details, and routes it to the right person or system with a drafted reply ready for approval. Items nobody answers get chased, and anything unclear goes to a named owner instead of being guessed at.
The problem
What the day actually looks like — described as an operator would, not as a brochure.
The shared inbox is where a supplier asks about a late payment, a prospect asks for a quotation, a job seeker sends a CV, a customer complains about a delivery and a bank sends a compliance notice — all in the same list, in Arabic and English, sorted only by time of arrival. Everyone with access assumes someone else has picked it up.
So the inbox gets handled by whoever happens to open it. Easy messages get answered twice. Awkward ones get read, marked unread again, and left. The sales enquiry that arrived on a Thursday evening sits under a pile of newsletters until someone scrolls down on Sunday, by which point the prospect has written to two other companies.
Web forms make it worse. They often go to a different address, or to a person who has since left, or into a CMS notification nobody checks. The business has no single picture of what came in this week, who it went to and whether anyone replied.
The cost isn't the time spent reading email. It's the lost enquiry, the supplier who escalates because nobody acknowledged them, and the manager who finds out about a problem from the customer's second, angrier message. The inbox has no owner, so neither do the things inside it.
Why the obvious fixes fail
None of them are stupid. They fail because the work itself stays manual — they just move who does it.
Rules sort by sender or keyword, so they break the moment a customer writes in Arabic, uses a personal Gmail, or describes a complaint without using the word you filtered on. They move messages into folders, but a folder nobody checks is just a second inbox.
Giving the inbox to an office administrator works until they are on leave, in a meeting or simply busy with their actual job. They also end up making routing calls they aren't equipped for — is this a sales lead or a support issue? — and forwarding to whoever seems closest.
Ticketing systems are built for support teams with queues and SLAs. Rolling one out for a mixed info@ inbox means months of configuration, training people who don't think of themselves as support, and still someone deciding by hand which category each message belongs in.
What we build
The honey step is where a person stays in control. Everything else is the typing and checking the system does for you.
Engineering decision. Classify and route automatically; reply only with a person's approval. Getting a message to the right owner is low-risk and saves the most time. Sending the wrong answer to a customer is not, so drafts wait for someone to read them, and anything that fits no rule goes to a named person rather than a best guess.
The system watches info@, sales@ and any other shared address in scope, plus your website and landing-page forms. Every message, from any of those sources, becomes one item in one queue — so there is finally a single answer to "what came in today?"
Each item is read for what the sender actually wants — a quotation, a complaint, an invoice query, a partnership pitch, a job application, spam — and tagged with its language and urgency. It reads Arabic, English and messages that mix both, rather than matching on keywords.
The useful details are pulled out and put at the top of the item: who the sender is, their company, the order or invoice number, the product or service, dates and any attachments. The person who picks it up doesn't have to read a long thread to know what they're dealing with.
Using rules you agree with us, each item goes to the right person, team or branch — and into the system they already use, whether that's a mailbox folder, your CRM, a helpdesk or a Teams channel. Items that fit no rule, or more than one, go to a named owner instead of being guessed at.
For routine intents, the system drafts a reply in the sender's language using your templates and approved information. The assigned person reads it, edits if needed and sends. Nothing about prices, refunds, contracts or complaints leaves without a person approving it.
If an item sits unanswered past the time you set, the system reminds its owner, then their manager. A daily summary shows what arrived, where it went and what is still open — so an enquiry can no longer disappear quietly under the next day's mail.
We confirm exactly which of your systems connect during scoping. The system commonly touches:
Engineering decisions
What the fixed price covers, and the things we will not build. Both are written into the scope before we start.
In scope
Not in scope
What you get
Most inbox triage systems go live in about two to four weeks. What moves it inside that range is how many mailboxes and forms feed in, how many teams items are routed to, and which systems they land in. No hourly billing, no surprises.
A short call, then we document what reaches your shared inboxes and forms today, and who ends up answering it — including the exceptions and the workarounds people built around it. You get a written scope, acceptance criteria and a fixed price before any build begins.
You get: Scope + fixed quote
Microsoft 365 / Outlook, Gmail / Google Workspace, Website forms and the rest of your stack — no rip-and-replace. Outputs are structured and checked against your own data, not trusted blindly.
You get: Working system on your stack
The human step is tested with the people who will own it before anything goes out. Logging and alerts so problems surface early, documentation your team can read, and you own the code and the accounts.
You get: Approval gate, monitoring, full ownership
Tell us which inboxes and forms you run, and who should be answering what. We reply within one business day, and the price is fixed after a free scoping conversation.
Questions owners ask
If yours isn't here, send it on WhatsApp and you will get a straight reply.
Prefer a form? Contact pageNot unless you decide it should. By default it drafts a reply into the right person's queue and that person approves, edits or rejects it. Some teams later let it send a narrow set of routine replies — an acknowledgement, a link to a standard document — once they have watched it get those right. Anything involving prices, commitments or complaints always waits for a person.
Related solutions
Services behind this build
Each service page lists exactly what is included and the questions owners ask before they start.