COGENTFront desk
Enquiry Responder
- Trigger
- A new enquiry by email, web form or DM
- Does
- Replies in minutes, day or night, asks your qualifying questions and offers times
- Asks you
- Before it sends, and on pricing or complaints
From £1,997 · first agent live in 14 days
Give your business a Second brain
Cogent maps how your service business runs into one intelligent memory. Ask it anything, get a Monday briefing on what matters, and let its AI agents handle the busywork around the clock. Delegate by message or voice note, and approve anything important. Your first agent goes live in 14 days.
Free and no pitch. You keep a one-page summary of your top 3 time-wasters either way.
Mapped in 3 daysLive in 14Runs 24/7
AI agents for trades, estate agents, accountants, solicitors, architects, clinics, admin teams and specialist UK service businesses.
Mapped in3 days
Live in14 days
Scroll to see what it knows
Sound familiar?
Your business knows more than you think. It's just scattered across inboxes, spreadsheets, WhatsApp threads and your own head. Customers repeat themselves. Quotes sit in drafts. Numbers arrive a month late.
Cogent puts it all in one place that remembers, reports and gets things done.
See it thinkYour second brain
Ask your business anything.
Cogent connects your inbox, calendar, accounts and CRM into one memory that knows how you work. Ask a question in plain English and get the answer with the numbers behind it, or tell it to get on with the job.
Cogent
A full kitchen refit quote in March. She prefers Thursday surveys and asked about paying in stages.
MemoryCRM
Demo · dummy data
The AI team
Then it gets
to work.
Every agent reads your second brain. Watched by us. Approved by you.
Swipe to see more →
Delegate, don't do
Message it like you'd message a colleague.
Above every agent sits an operator. Send it a message or a voice note from WhatsApp, Slack, Telegram or email. It works out which agents should do the job, hands it over and reports back when it's done. Most automation waits for a trigger. This takes instructions.
- One message, several jobs."Chase the quotes, book Priya in, send me Friday's numbers" becomes three jobs for three agents.
- Voice notes from the van are fine.It transcribes them and gets on with it while you're on the next job.
- Say it once, it happens every week."Every Friday at 4pm, chase missing timesheets" becomes a scheduled job.
- It learns how you work.When you correct it, it saves the fix as a skill and does it your way next time.
Anything that reaches a customer or touches money still waits for your tap.
Built for your industry
Same brain.
Your playbook.
An Enquiry Responder for a plumber isn't the same as one for a solicitor. Every Cogent setup starts from a playbook for your sector: the jobs that eat your week, the agents that take them on, and where approvals have to sit for your rules and regulators.
Trades & home services
Enquiries land while you're up a ladder. Quotes get written at 10pm.
- Missed enquiries. Calls and web forms arrive mid-job. By the time you ring back, they've booked someone who answered.
- Quotes written at night. Every quote means digging out measurements, photos and last year's prices, usually after a full day on site.
- Chasing money. Invoices go overdue and chasing them is awkward, so it slips until cash gets tight.
Ask CogentWhich quotes over £3k are still waiting on a reply?
Four, worth £18,400. The Hartley kitchen has waited 9 days. Shall I draft a follow-up?
- Front deskEnquiry ResponderReplies in minutes, asks your qualifying questions (postcode, job type, photos) and offers survey slots
- SalesQuote DrafterBuilds the quote from your price list, labour rates and materials, and attaches it to the customer record
- Cash flowInvoice ChaserSends polite reminders on your schedule and logs every reply
Estate & letting agents
Portal leads go cold in an hour. Viewings need rebooking all day.
- Slow lead response. Rightmove and Zoopla enquiries arrive evenings and weekends. Answer the next morning and they've viewed elsewhere.
- Viewing ping-pong. Booking, confirming and rearranging viewings between applicants, vendors and tenants eats the day.
- Vendor updates. Vendors want feedback after every viewing. Writing it up is the first job to slip.
Ask CogentWhich applicants viewed 3-beds under £300k last month and haven't offered?
Seven. Two are chain-free with a mortgage in principle. Want me to send them the new Kingshurst listing?
- Front deskLead ResponderReplies in minutes, qualifies (budget, position, mortgage in principle) and offers viewing slots
- DiaryViewing CoordinatorConfirms with applicant and vendor or tenant, sends reminders and collects feedback afterwards
- LettingsTenancy ProgressorChases references, documents and signatures, and keeps a checklist for every tenancy
Property & block management
Repairs, certificates and rent all need chasing, every single week.
- Maintenance triage. Tenants report repairs by text, email and phone. Working out what's urgent and who to send takes hours.
- Certificate deadlines. Gas safety, EICR, fire risk assessments and licences each have dates. Miss one and you're exposed.
- Rent and arrears. Checking payments and sending reminders is slow and uncomfortable.
Ask CogentWhich properties have certificates expiring in the next 90 days?
Five: 3 gas safety, 1 EICR and 1 HMO licence renewal. Two inspections are already booked.
- MaintenanceRepair TriageAsks for photos, sorts by urgency, matches the right contractor and opens a job
- ComplianceCertificate TrackerBooks the inspection, reminds tenants about access and files the new certificate
- Cash flowRent ChaserSends reminders on your schedule and logs every reply against the tenancy
Supported housing & care providers
Audits ask for evidence your team wrote down months ago, somewhere.
- Evidence is scattered. Support plans, key-work sessions and risk assessments live in different systems and paper files.
- Housing benefit claims. Claims, reviews and change-of-circumstance forms need chasing with councils and residents.
- Rotas and cover. Shifts, sickness and cover requests change daily.
Ask CogentWhich residents are missing a support review this quarter?
Four. Two are overdue by more than 14 days. Shall I book the sessions with their key workers?
- EvidenceEvidence KeeperChecks it against the support plan, flags gaps and files it so it's ready for audit
- ClaimsClaim TrackerPrepares the forms, tracks council responses and reminds staff about missing evidence
- RotaCover CoordinatorMessages available staff in order of your rules and confirms the cover
Accountants & bookkeepers
January isn't busy because of accounting. It's busy because of chasing.
- Chasing records. Bank statements, receipts and questionnaires arrive late, piecemeal and by every channel.
- Onboarding. Engagement letters, AML checks, ID and professional clearance follow the same steps every time.
- Status emails. 'Have you filed it yet?' messages interrupt the work all day.
Ask CogentWhich self assessment clients still haven't sent records?
27. Nine have been chased twice. Shall I draft a final reminder with the 31 January penalty explained?
- ClientsRecords ChaserSends friendly, specific reminders listing exactly what's still needed, and logs what arrives
- OnboardingOnboarding AssistantSends the engagement letter and questionnaire, collects ID and prepares the AML check for review
- InboxClient Inbox SorterLabels it by client and job, answers status questions from your practice software and drafts the rest
Solicitors & conveyancers
Clients want updates every few days. Fee earners want to do legal work.
- Enquiry handling. Prospective clients contact several firms. The first to reply properly usually gets the instruction.
- Onboarding. Client care letters, ID checks, source of funds and conflict checks repeat on every matter.
- 'Any update?'. Conveyancing clients, estate agents and brokers all chase the same file.
Ask CogentWhich conveyancing files have been waiting on searches for over three weeks?
Five. Two are with the same council. Shall I draft chasers?
- IntakeEnquiry ResponderReplies quickly, gathers the facts you need, runs a conflict lookup and books a consultation
- OnboardingMatter OpenerDrafts the client care letter, requests ID and source of funds and sets up the matter
- ConveyancingUpdate SenderDrafts a plain-English update from the case file for client, agent and broker
Architects & design practices
Too many design hours go on fee proposals and planning portal checks.
- Unqualified enquiries. Many enquiries have no budget, no site or no planning chance. Finding out takes a site visit.
- Fee proposals. Each one is written from scratch against RIBA stages, scope and exclusions.
- Planning tracking. Checking council portals for validation, consultee comments and decision dates.
Ask CogentWhich planning applications have decisions due this month?
Three. The rear extension in Knowle has a neighbour objection logged on Tuesday.
- IntakeEnquiry QualifierAsks about site, budget, timescales and planning history, and scores it before a site visit
- SalesFee Proposal DrafterDrafts the proposal by RIBA stage from your rates, scope and exclusions
- PlanningPlanning WatcherChecks it daily and reports validation, consultee comments and decision dates
Clinics: dental, physio & aesthetics
Empty chairs cost money. Reception can't answer every call.
- Phones and enquiries. Reception juggles calls, walk-ins and treatment questions at the same time.
- Cancellations and no-shows. Late cancellations leave gaps that nobody has time to fill.
- Recalls. Check-ups, treatment courses and top-ups rely on someone remembering to send reminders.
Ask CogentHow many hygiene recalls are overdue?
118 patients. 40 haven't opened the last reminder. Shall I try a text instead?
- Front deskPatient Enquiry ResponderReplies with approved treatment information and offers appointments
- DiaryCancellation FillerMessages the waiting list in order and books the first to accept
- RecallRecall RunnerSends recall messages and reminders and collects forms before the visit
Gyms, studios & personal trainers
Leads from Instagram go cold in an hour. Members drift away quietly.
- Lead follow-up. DMs and ad leads arrive while you're coaching and need a reply quickly.
- Trial bookings. Booking, reminding and following up after the trial.
- Retention. Members who stop showing up rarely say anything before they cancel.
Ask CogentWhich members haven't booked a class in three weeks?
Eleven. Four joined in the last two months. Shall I send a check-in?
- SalesLead ResponderReplies in minutes, asks about goals and books a trial or consultation
- RetentionQuiet Member SpotterSends a friendly check-in in your voice and flags them to you
- CoachingCheck-in CollectorCollects weights, photos and feedback from PT clients and summarises them for you
Recruitment agencies
Hundreds of applicants per role, and the CRM is never up to date.
- Screening. Reading CVs against the brief takes hours per role.
- Interview scheduling. Diaries for candidates, clients and consultants rarely line up first time.
- Compliance. Right-to-work checks, references and certificates for temps need chasing.
Ask CogentWhich temps have certificates expiring this month?
Seven, mostly forklift and first aid. Two are on assignment next week.
- ScreeningApplicant ScreenerScores CVs against your brief and drafts a shortlist with reasons
- DiaryInterview BookerFinds times that suit everyone, sends confirmations and reminders
- ComplianceDocs ChaserChases right-to-work, references and certificates, and tracks expiry dates
Cleaning & facilities companies
Absence messages at 6am and quote requests at midnight.
- Quote requests. Every quote needs size, frequency and access details before you can price it.
- Staff cover. Absences arrive early and need covering before the client notices.
- Client communication. Key holding, access changes and complaints all need a reply.
Ask CogentWhich contracts had missed cleans this month?
Two: Brindley Court once and the Solihull office twice. Both were covered late.
- SalesQuote ResponderAsks about size, frequency and access, and drafts a price from your rate card
- RotaCover FinderMessages available staff by your rules and confirms the cover
- ClientsJob ConfirmerSends a completion note and logs issues for follow-up
Admin & back-office teams
Copying data between systems isn't anybody's job. It's everybody's.
- Double data entry. Typing the same details into the CRM, accounts and a spreadsheet.
- Inbox overload. Shared inboxes where nobody is sure who's replying.
- Document chasing. Signatures, forms and approvals that sit in someone's inbox.
Ask CogentWhich supplier invoices haven't been approved yet?
Six, worth £3,920. Four are waiting on the same manager.
- InboxShared Inbox SorterLabels, routes to the right person and drafts replies
- Old systemsPortal OperatorKeys it in as a person would and checks it
- IntelligenceReport BuilderPulls numbers from your systems and writes a plain-English report
Specialist niches
Smaller sectors with the same pattern: lots of repeat enquiries, deadlines and paperwork. They often see the biggest gains.
Surveyors & EPC assessorsFire, H&S & compliance consultantsHeat pump, solar & renewables installersMortgage & insurance brokersTraining providers & tutorsWedding venues & event businessesGarages, MOT centres & vehicle servicesMarketing & creative agenciesAll industries
Don't see yours? If your week is full of repeatable admin, it'll fit.
How it works
First call to a working second brain in 14 days.
The same steps for every client, so you always know what happens next.
-
Day 0 · 30 minutes
Discovery call
We find your top 3 time-wasters. You get a one-page summary within 24 hours, whether you go ahead or not.
Free -
Days 1 to 3
Map your business
A half-day session, then we connect your tools. People, tools, tasks, prices and rules go into your Business Map, the foundation of your second brain.
Half-day session -
Day 3
Pick the peak
Every task is scored by hours a week × how easy it is to hand off. The highest score is built first.
Score = hours × ease -
Days 4 to 12
Build
We build your first agent from tested templates and set exactly what it can do alone and what needs your sign-off.
Approvals set -
Day 14
Go live
Your agent starts work around the clock with approvals switched on, and your first Monday briefing lands the week after. Every action is logged.
Runs 24/7 -
Every month
Your second brain grows
We monitor and fix it, send a weekly log and a monthly ROI report, and switch on the next agent when your Map shows it.
Monthly
Watch it work · demo data
11:47pm. A new enquiry. You're asleep.
Your Enquiry Responder reads it, checks your second brain for services, area and prices, and drafts a reply in seconds. Because it's going to a customer, it waits for you. One tap at breakfast and it's sent, logged and followed up.
- Enquiry arrives
- Checks your Map
- Drafts a reply
- Waits for your tap
- Sent and logged
Find your peak
Score your jobs the way we do on the call.
Score = hours a week × how easy it is to hand off (1 hard · 2 medium · 3 easy). The highest score is your peak, and it gets built first.
Example numbers. Change them to yours.
You stay in charge
Approvals stay on until it earns your trust.
Every agent starts on a short lead. Anything that reaches a customer or touches money waits for a yes from you. We loosen it only after a clean track record, and we review it with you every month.
Does on its own
The groundwork
- Reads, sorts and labels incoming messages
- Drafts replies, notes and documents
- Updates CRM notes, task lists and its own memory
Asks you first
Anything that matters
- Anything sent to a customer
- Quotes, invoices, refunds and anything else involving money
- Regulated advice or compliance documents
- Deleting anything
Always
On the record
- Every action is logged, so you can see what it did and why
- Customer data only goes to AI models approved for personal data
- Your tone and rules are written into the Map it works from
How trust is earned
Day 14Approvals on for anything that reaches a customer or touches money.
Every monthWe review the log with you. Every correction you make is remembered.
EarnedRoutine jobs with a clean record can run without a tap. You decide.
Insights
Field notes on running a business with a second brain.
Pricing
Clear prices. Start with the free call.
Most agencies say "enquire". We'd rather you knew before you book. Setup is a one-off fee, and the monthly fee covers the agents, the second brain and us looking after both.
Step 01
Free Discovery Call
Free30 minutes, by video or phone
- We find your top 3 time-wasters
- One-page Top 3 summary within 24 hours
- We tell you what not to automate, too
- Yours to keep, whether you go ahead or not
Step 02 · Option A
Standard setup
from£1,997One-off · first agent live in 14 days
- Your Business Map: a half-day session mapping people, tools, prices and rules
- Inbox, calendar, accounts and CRM connected
- One agent built from tested templates, such as Enquiry Responder, Invoice Chaser or Inbox Sorter
- Approvals set from day one
- Covered by our 14-day promise
Step 02 · Option B
Custom AI agent
from£4,997One-off · timeline agreed in writing
- Everything in Standard setup
- An agent designed around your process: multi-step, multi-system, with your own documents and rules
- Portal Operator for old systems with no integration
- Delegation set up in WhatsApp, Slack, Telegram or email
- Custom reports and scheduled jobs
Then, every month
Priced per agent, with tasks included.
A task is one job done, like an enquiry answered, an invoice chased or a record entered. Most businesses use well under their allowance. If you regularly go over, we talk before anything changes. You'll never get a surprise bill.
Monthly · 1 agent
Starter
£297/moUp to 1,000 tasks a month
- Agent monitored and fixed by us
- Monday briefing on your numbers
- Ask your second brain anything, any time
- Weekly log and monthly ROI report
Monthly · Up to 3 agents
Growth
£597/moUp to 3,000 tasks a month
- Everything in Starter
- Delegate by message or voice note: it hands jobs to the right agent
- Scheduled jobs, such as "every Friday at 4pm, chase timesheets"
- Monthly review call, with approvals loosened as trust is earned
Monthly · Up to 6 agents
Scale
£897/moUp to 7,500 tasks a month
- Everything in Growth
- Same-working-day fixes
- Quarterly Business Map refresh
- Briefings and delegation for each team or site
Extra agents £147/mo each. AI and hosting costs are included within your task allowance. Rolling monthly with 30 days' notice, no long contracts. Setup is paid 50% to start and 50% on go-live. Prices exclude VAT where applicable.
The 14-day promise
Live in 14 days, or the rest waits.
If your first agent from Standard setup isn't live 14 days after your mapping session, you don't pay the second half of setup until it is. And if the call shows a smaller fix will do the job, we'll tell you and the price comes down with it.
- Approvals on from day one
- Every action logged
- No long contracts
Industry pilots: we're taking a small number of pilot clients in each sector in exchange for a case study. Ask about it on the call.
Questions
Before you book.
Anything else, ask on the call or send us a WhatsApp.
No. A dashboard waits for you to look at it. Your second brain sends you a Monday briefing on what changed, answers questions in plain English, and acts on what it knows, with your approval on anything that matters.
No. We do the mapping, the build and the upkeep. You tell us how your business runs, and you approve what the agents send until you're happy to let them run.
30 minutes. We ask what you sell, where your time goes and which software you use. We play back your top 3 time-wasters and send a one-page summary within 24 hours. There's no pitch deck.
Email (Outlook and Gmail), calendars, CRMs and accounts tools like Xero and QuickBooks connect directly. If a system has no integration, such as an old supplier portal, we can set up an agent that operates it the way a person would.
Personal data is only handled by AI models we've approved for it. Every action is logged, and nothing reaches a customer without your approval until the agent has earned it.
14 days from the start of setup. We map in days 1 to 3, build in days 4 to 12, and your first agent goes live on day 14 with approvals on.
The discovery call is free. Standard setup starts at £1,997 and a custom AI agent at £4,997, both one-off. Monthly plans start at £297 for one agent, £597 for up to three and £897 for up to six, with tasks included. Rolling monthly, no long contracts.
Yes. Our number is +44 7753 226214. The booking form writes your brief for you and opens it in WhatsApp, so all you do is press send.
An AI agent is software that handles a specific job from start to finish, like replying to enquiries, chasing invoices or entering data, by following your rules and your Business Map. Unlike a chatbot, it takes actions in your tools, and anything that matters waits for your approval.
Service businesses with repeatable admin: trades, estate and letting agents, property managers, supported housing and care providers, accountants, solicitors, architects, clinics, gyms, recruiters, cleaning companies, admin teams and specialist niches such as EPC assessors, compliance consultants, renewables installers, brokers, training providers, venues and garages.
The discovery call is free. Standard setup starts at £1,997 and a custom AI agent at £4,997, both one-off. Monthly plans start at £297 for one agent, £597 for up to three and £897 for up to six, with tasks included. Rolling monthly, no long contracts.
They take the repetitive part of the week off your team, such as copying data, chasing and first replies. Most businesses use the time for work they've been putting off, or to grow without hiring as quickly.
Personal data is only processed by AI models approved for it, every action is logged, and your Business Map records which tools hold personal data. We'll walk through it on the call.
No. An AI receptionist answers calls. Cogent builds a second brain that remembers how your business runs, plus agents that do the admin behind the calls: quotes, chasing, data entry, bookings and reports. You can delegate to it by message, like a colleague.
Yes. On Growth and Scale plans you can message your second brain on WhatsApp, Slack, Telegram or email, or send a voice note. It splits the request into jobs, hands each one to the right agent and reports back. Customer-facing and money jobs still wait for your approval.
Your second brain and its memory are hosted on UK servers. Personal data is only sent to AI models approved for it, and every action is logged.
30 minutes · free · no pitch
Find yourtop 3
We'll find the three jobs costing you the most time and send you a one-page summary within 24 hours, whether you work with us or not.
Setup from £1,997 · monthly from £297 · no long contracts