How do you see which of a bookkeeping firm's customers have not heard from you in a year, from email and software together?
Customers who go quiet show up on a list: Bombos puts the latest messages next to the file details, and for each customer you see when there was last contact and what has been stalling since.
Works in your own Outlook, next to your own software.
Seeing who has gone quiet is the start; after that, the same people stay in touch with more customers, and your team teaches Bombos the next task.
This is how it goes now, and how it goes with Bombos.
The promise "we call at least once a year" is not tracked anywhere, so quiet customers leave quietly.
You know which customers you speak to most often. Who you no longer speak to is exactly what you do not know, because that produces no email. To find out, you go back through Outlook for each customer and put the information from your software beside it. A document the customer sent is not the same as a reply from your team, and a phone call is missing if nobody recorded it.
The list of quiet cases sits ready, with what has been stalling for each customer since.
You start with a list of customers whose contact has been quiet for a year according to email and your software. Bombos puts each customer's last email beside their details. The list shows the last recorded contact, what has stalled since and the reason. You add a missing conversation or correct an entry, then decide whose contact to pick back up.
After three months, no customer leaves without someone having spoken to them. The list is ready, with a reason beside every name. Your team calls with something to discuss, and the promise to check in once a year is simply kept. That is how you serve more customers, and serve them better, with the same people.
What's ready for you then
- See which customers have heard nothing for a year
- The reason for each conversation is already there
- Keep your promise to check in every year
- Call with a reason, not out of nowhere
Where do you see that?
The list of quiet customers sits in Bombos with the other prepared work. For each customer you read the reason and the date of the last recorded contact. The status is "ready for you" or "waiting on your input". You look at the correspondence found and the file details next to the entry. Your software does not need to be open for that review. So you do not have to work out, name by name, what each entry is based on.
If a question from the office is still open, you read it next to the customer. If you know of a more recent phone call, you factor that into your review of the list. You decide who you want to reach out to; the entry on the list does not send any message. Every action with an effect outside Bombos is recorded in a log you can look through. That lets you look back at what was done after your decision.
How does it start?
In the first week we set up visibility into quiet contact together, during a setup conversation of about an hour. You show us the mailbox with customer correspondence and the software with the customer details. We agree on when you consider contact quiet, which messages count, and who reviews the list. You give access to the email and details needed for that task. The correspondence stays in your existing systems; nothing has to move and no course is needed.
After that, Bombos puts preparing the list live. After three months, no customer leaves without anyone having spoken to them. Every task type starts at "proposing". For the first names you review whether the reason holds up. If a message counts differently than intended, your correction becomes the rule for the next list. Without that explanation, Bombos does not learn how you judge contact.
Once the preparation has gone well for a while, you choose "run after approval" or "run on its own" per task type, with access to the log. Messages to the customer still need approval. The rules for the list go in as settings, without custom work, even if you do not work with computers much. This list is a start, not the whole offer: after that your own team teaches Bombos the next task.
Serve more customers with the same team.
A fast-growing firm first loses touch with its quiet customers. Attention naturally goes to the people who call. You would rather not hire someone just to keep track of everyone. With Bombos, your team does more work, and better work, with the same people.
The list of quiet customers is a start. After that, your team teaches Bombos the next task themselves, with no technical knowledge required. Anyone who can explain a task to a coworker can explain it to Bombos. Your people learn to work with AI as they go. We guide you through the first step, and we do not want you to have to keep coming back to us.
Want to know what this means for your customer base? Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can Bombos not do here today?
Bombos does not work out from an old message which customer is going to leave. The list shows what has been recorded about the contact. A customer might meanwhile have discussed something with your colleague by phone. That is why Bombos can interview you: it asks what contact happened outside email and what was agreed there. That way you can factor that knowledge in when you review the list, instead of reading dissatisfaction into silence.
When in doubt, Bombos puts the question to you instead of guessing. An entry can be wrong or incomplete; you check the reason before reaching out to the customer. Bombos never sends an outgoing message to a third party without prior approval from a staff member, through any channel. Even for picking contact back up, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk. The list does not predict who is leaving; it helps you see who you want to talk to again.