EMAIL AGENTS
Agentic email for hotel back office.
Launching July 2026: D3x reads messy guest and finance threads, identifies the intent, checks PMS and policy context, drafts the full resolution, and asks staff to click Agree. No more Gmail buttons that only generate text.
AGENTIC EMAIL
Every guest email arrives already resolved. Your team just clicks Agree.
Instead of asking your team to open Outlook, Gmail, or Freshdesk and write a reply, D3x prepares the whole resolution: what the guest needs, what policy applies, what system action is safe, and the exact email to send.
Inbound thread
Change invoice and extend booking: BK-884291
Sarah Chen · corporate guest · Staycity Dublin
Hi, can you add one extra night to my booking and update the invoice to Chen Consulting Ltd? The finance team also needs the VAT number on the PDF.
Detected intent
Booking + invoice update
Confidence
High · policy match
Live context gathered
- Booking
- BK-884291
- Channel
- Corporate direct
- Payment
- Company card · paid
- Policy
- Modify allowed
- Invoice
- PDF can regenerate
- Risk
- Human approval
Decision tree
- Guest matches original booker and corporate domain
- Extra night available at contracted rate
- Invoice legal entity change requires approval
- No refund or payment reversal requested
Ready for approval
Hi Sarah, Done: I extended your stay by one night at the corporate rate and updated the invoice to Chen Consulting Ltd with the VAT number included. The revised PDF is attached. Please reply if your finance team needs a different billing address.
Audit trail
- reservation.matched → BK-884291
- rate.checked → corporate rate available
- invoice.regenerated → approval required
- operator.approval → pending
THE EMAIL WORKFLOWS
The emails your team handles every day, now handled for them.
We start with the email queues your team sees most: FAQs, meetings and group requests, and invoice corrections, with booking modifications arriving in Q4. Each looks simple, but the agent checks policy, context, and approvals before anything is sent or updated.
FLOW 01
FAQ
Answer the everyday questions guests and travelers email in, amenities, policies, directions, check-in and check-out times, parking, and more, with accurate, property-specific replies.
- What is the guest actually asking?
- Which property and policy does this apply to?
- Is the answer in the knowledge base or PMS?
- Can this send automatically or does it need a human?
Draft accurate, on-brand answers instantly and send low-risk replies automatically; escalate anything ambiguous to your team.
FLOW 02
Meetings & group requests
Handle inbound meeting, event, and group booking enquiries, capture requirements, check availability, and route qualified leads to the right sales owner.
- Is this a group, event, or meeting-room request?
- What dates, headcount, and space are needed?
- Is there availability to quote?
- Which sales or events owner should follow up?
Capture the request, gather any missing details, and prepare a structured handoff to your sales or events team.
FLOW 03
Invoice requests & modifications
Correct company details, VAT numbers, billing addresses, folio attachments, revised PDFs, and finance team handoffs.
- Is this invoice linked to the right booking?
- Can the requested billing name be changed?
- Does the VAT or company detail need validation?
- Should accounting, front desk, or finance review?
Prepare the corrected email, attachments, and required system updates; keep finance-sensitive steps approved by a human.
FLOW 04 · Q4
Booking modifications
Change dates, guest details, add-ons, arrival notes, corporate rules, and cancellation edge cases with PMS context and policy checks.
- Is the sender allowed to change this booking?
- Is the booking prepaid, OTA, direct, or corporate?
- Does the date change sit inside the policy window?
- What downstream systems need updating?
Launching Q4 2026, prepares safe lookups and drafts, with approval required before changing bookings, applying fees, or overriding policy.
SAFE BY DESIGN
Automation you can actually trust. Every action checked and approved.
Your operation needs reliability, not open-ended chat. D3x uses AI to read, classify, and draft, while every decision runs through explicit workflows, policy gates, and approval steps, so nothing risky ever happens without a human saying yes.
RAIL 01
Intent-first
The agent detects booking, invoice, refund, complaint, or escalation intent before asking the operator anything.
RAIL 02
Live context
The system pulls only the facts needed for that decision: booking, guest, invoice, property, policy, channel, payment, and time.
RAIL 03
Approval boundary
Reads and low-risk drafts can be automatic. Write actions, refunds, legal invoice edits, and overrides pause for approval.
RAIL 04
Audit replay
Operators and managers can see what was retrieved, why it was recommended, who approved, and what changed.
TALK TO US
30 minutes with the founder.Link to this section
Walk through this channel on a comparable group's deployment.