Automatic Email with AI

Thank you for getting this done for us

This is the instruction to the Zapier Developer

Subject: Request for AI Workflow for 14 Minibus labels (Zapier/Make)

Dear Sir I am looking for a specialist to automate our email flow. We manage 14 websites (Divi/WordPress) for minibus rentals. Currently, requests arrive scattered across 14 different mailboxes in Spark Mail. The desired workflow: Centralization: All Quote requests and follow up email (via Divi forms and direct mail) must go to a single workflow in Zapier or Make.

AI Calculation: The data (customer name, locations, dates, hours) must be processed by an AI module (OpenAI or Gemini). The AI ​​must create a calculation based on our price list and the most asked questions Draft phase: The AI ​​writes a complete reply email and places it as a Draft in our central Spark inbox. Human-in-the-loop:

We manually check the draft and press ‘Send’ ourselves. Technical details: Websites: WordPress/Divi. Email program: Spark Mail (must be linked via IMAP/SMTP for drafts). ID Fields in form: Name, address, date, times, number of people Etc. Can you set up a system where the AI ​​calculates consistently and prepares the drafts correctly with the right sender information? I would like to hear what your approach is in (Zapier). We have a clean Zapier accountant.

Info i shared is our Rate List on Fiverr, prefer Gemini as AI Agent

AI-Driven Workflow for Lead Management (14 Domains)

Project Brief: AI-Driven Workflow for Lead Management (14 Domains)

Objective: To centralize inquiries from 2 different minibus rental websites (Divi Contact Forms) and email addresses into one streamlined process, using AI (Gemini) to calculate quotes and generate drafts in Spark Mail.

1. The Architecture

• Input: 14 different Divi Contact Forms and direct incoming emails. If possible 1 one email address Draft or in box

• Centralization: All data collected via Webhooks or a central IMAP trigger. Pls advise what the best option is.

• Processing: AI analyzes the fields (name, pickup/drop-off, date, duration/hours).

• Logic: The AI calculates the price based on our specific pricing table.

• Output: A ready-to-send draft in our central Spark Mail (IMAP) environment.

2. Detailed Technical Workflow

Step A: Data Capture (The Trigger)

• Webforms: Use Webhooks for the Divi Contact Help forms. Instead of just sending an email, the forms should push data directly to Zapier/Make.

• Direct Emails: Incoming emails across the 14 accounts should be monitored via IMAP triggers or auto-forwarding to a central “handler” address.

Step B: AI Processing (The Brain)

The developer must build a prompt ( Gemini ) that performs:

1. Data Extraction: Filtering structured data from unstructured emails (who, where, when, how many hours).

2. Calculation: Applying our pricing logic (e.g., base fee + hourly rate + KM) to generate a quote.

3. Drafting: Composing a professional, personalized response in the correct language (Dutch/English).

Step C: Concept Creation (The Action)

• The workflow uses the SMTP/IMAP module to create a new message in the “Drafts” folder of our Spark account.

• Labeling: The AI must include the source domain (e.g., Inquiry via minibus-amsterdam.nl) in the subject or internal notes so we know which brand to reply from.

Work flow how it works now!

Contact Quote form

Clients fills in a Quote form in on 1 off the websites. This is made in DIVI Contact Helper.
This is send to our in box off 1 of the hello@minibus-company.com etc.

This is the form we recieve from the back end (Admin Email Message)

🥂 Your VIP Transportation Quote:

Dear Lodewijk Hulsman (VoorNaam), with the following email adress lodewijktel@gmail.com (Email)

Thank you for reaching out to us regarding your exclusive transportation needs. We are delighted that you are considering one of our premium services.

✨ Journey Overview & Details

We understand you are coordinating transportation for 14 passengers (Number_of_persons) .You are requesting a quotation for our 16 passenger Mercedes VIP minibus (Wat_voor_vehicle_zoekt_u ) and chauffeur.

Outbound Trip:

Scheduled Pick-up Time and date is March 14, 2026 17:00 (Pickup_date) hours 

The Pick-up Location is Amsterdam, Nederland (Vertrekadres)

Final Destination is Purmerend, Nederland (Aankomstadres)

Contact person and telephone number for that day is: Lodewijk Hulsman (VoorNaam), and we can reach him/her on this telephone number 0207542562 (Tel)

Transfers (I_need_a_bus_and_chauffeur_for)

Return trip: Yes (Return)

Multiple return addresses Yes (mention addresses in message box) (Multireturn)

Scheduled pick-up time and date for your return transfer is March 14, 2026 23:00 (Return_date ) hours

Pick-up address for the return transfer is Purmerend, Nederland (Return_pickup_address)

Final Drop-off Location: Rotterdam, Nederland (Return_pickup_destination)

📝 Special Requests & Investment

You have provided the following additional information regarding your requirements:

pls send Lodewijk (Add_extra_request_details)

Total service cost for your quote:

Please note: Our home garage/office is Lijnden (near Amsterdam). The total cost includes the necessary travel time and kilometers required to service destinations outside our immediate vicinity.

✅ Booking Confirmation & Next Steps

Should you approve this offer, please give your confirmation by answering this email. We will then immediately verify the final availability of the requested vehicle for the date and time. The reservation is final after receipt of your payment.

Invoicing Details Are:

• Company Name: Direct VIP Service (Company_Name)
• Billing Address: Raasdorperweg 193 C (Invoice_address)
• City & Postal Code: Lijnden 1175 AK Netherlands (Company_zip)

Waiting time & cancellation terms

In the event that the bus and driver are required to wait past the agreed departure time, a surcharge of €25.00 per 15 minutes will be applied.

Cancellations made more than 72 hours before the scheduled service time will not incur any charge. Cancellations made between 72 and 48 hours before the scheduled service time 50% of the invoice value will be charged. While cancellations made less than 48 hours before the scheduled service time, the full reservation amount will be charged.

If you have any further requests or require adjustments to the itinerary, please do not hesitate to contact us.

Kind regards,
Lodewijk Hulsman

Minibus Company com
Contact: Raasdorperweg 193 C, 1175 KV Lijnden T. +31(0)20-7542562

Instruction what AI has to do?

 In this case i want AI to calculated.

Outbound Transfer Amsterdam, Nederland (Vertrekadres) to Purmerend, Nederland (Aankomstadres)
= 18.7 km (rate list) (distance 15 -20 km) (9-16 person) = 225.00 euro (adresses an miles\KM calculated through Google Maps)

return Purmerend, Nederland (Aankomstadres) to Rotterdam, Nederland (Return_pickup_destination)
= 94.1 km (rate list) (distance 90-95 km) (9-16 person) = 422.50 euro (adresses an miles\KM calculated thru google maps)

And standby

Standby 17.00 tm 24.00 hour ( 1 hour drive to Rotterdam, so not end time 23.00 hours but 24.00 hour

in this case i want

Standby 17.00 tm 24.00 hour = (rate list) (coach/Minibus/Bus/Car and driver standby) (MB 9-16 person) (7 hours) =  712.50 euro

Maybe it is easy to do the calculation as a Sum up at the bottom of the Draft Email and we will fill in the rates.

Fields ID in Form

VoorNaam
Email
Tel
I_need_a_bus_and_chauffeur_for
many_days
Hourly_hours
Travel_itineray
Pickup_date
Vertrekadres
Aankomstadres
Return
Multireturn
Return_pickup_address
Return_pickup_destination
Return_date
Number_of_persons
Number_of_luggage
Wat_voor_vehicle_zoekt_u
invoice
Company_Name
Invoice_address
Company_zip
Add_extra_request_details
Algemenvoor