AI Reply Agent Playbook

The agent answers only from facts you approve, so it never makes up a price or a claim.

• Your offer, pricing, proof, the objections you hear and the assets you're happy to send, approved by you.
• Rules on tone and on what it never says, like a discount you don't offer or a customer you can't name.

Replies are picked up within minutes, day or night, from every campaign.

• Trigger.dev checks EmailBison for new replies every few minutes, so nothing waits for someone to open the inbox.
• Opt-outs are unsubscribed on the spot and never answered.
• Auto-replies, out-of-office notes and bots are skipped.
• A reply your team already answered is left alone, and no reply is ever answered twice.

• EmailBison
• Trigger.dev

Before it writes a word, it reads what a good rep would.

• Every message in the thread, both ways, and the original email they're replying to.
• Who wrote, who else is copied, and the company in their signature.
• Where the deal stands in HubSpot, and any meeting already on Calendly.

• HubSpot
• Calendly

A model on OpenRouter works out what they want, and that decides what the answer needs.

• Someone who wants to meet is offered times.
• A question about price or how it works is answered first.
• Someone who wants the asset your email offered gets it in the reply.
• Someone who copies in a colleague gets an answer that goes to both of them.
• Someone who already booked gets a thank-you and no new times.
• Anyone who isn't a real prospect gets no answer, and an unclear case goes to a person.

• OpenRouter

Each question is listed in their words, each answer has a source, and a second pass reads the draft before it goes.

• Answers come from your approved facts or the thread. A question that needs a real conversation is saved for the call.
• Three live times from Calendly, in their time zone and inside the days and hours they named. When nothing overlaps, the reply carries your booking link instead.
• Short, plain and answer first, signed by the person they wrote to.
• The check makes sure every question has an answer, that no price, link or claim you didn't approve gets through, and that nothing says a meeting is booked until the calendar shows it.
• A draft that fails is rewritten. One that still fails waits for a person.

• OpenRouter
• Calendly

Clean replies send themselves. Anything uncertain waits for one click in Slack.

• EmailBison sends it in the same thread, from the inbox they wrote to.
• A deal your team is already working, a draft that still fails a check or a reply it can't place waits in Slack with their message, the draft and the reason.
• Approve sends exactly the version on the card. Type a note instead and the draft is rewritten in seconds.
• A daily cap per company and a check for repeated messages keep it from talking in circles with another bot.

• EmailBison
• Slack

Your corrections make the next reply better.

• A note that applies beyond one reply becomes a standing rule, and you can undo it.
• Every reply you approve becomes an example for the next one.
• Each sent reply posts to Slack with what they asked and what it promised, so you can teach it from there too.

• Slack

Every new reply gets the same treatment, until the meeting is on the calendar.

• A promise in a reply, like sending something over, becomes a task in HubSpot for the owner.
• When they write back, the answer comes from the whole thread, so nothing is asked twice.
• Someone who goes quiet after getting the asset gets one follow-up with something new from it.
• Once they book, a brief on the account goes to your rep, and Booked to Held takes it from there.
• A weekly report ties replies to meetings and pipeline.

• HubSpot