Customers book on their own
Ad slot, company listing or PR article on our specialist forums: chosen and booked online, around the clock. No quote loop, no waiting for a call back.
Marketing & sales automation
Your marketing and your sales keep running. Even when nobody is watching.
Automation here does not mean «one more tool». It means the repetitive steps disappear from the working day — across every channel, platform, ERP and CRM system. Two areas, one gearbox. Pull that through consistently and it cuts personnel costs brutally. Not because somebody types faster, but because nobody types at all.
NewslettersSocialAd accountsSearch & contentInboxProspectingFollow-upsInvoicesCRMERPMicrosoft 365DashboardQuality gates
01Showcase: ourselves
Our own business runs exactly like this.
We sell nothing we do not use ourselves every day. ForumSphere LLC, which AISphere belongs to, runs Swiss specialist forums with advertisers, agencies and readers. Behind them sit our own CRM and our own ERP, fully connected. Bookings, replies, invoices and follow-ups run automatically. Where a message goes out, a human approves it with one click.
A reply within minutes
Every enquiry is read, matched to the right contact and answered. The draft reply is ready within minutes; one click and it is on its way.
Our own CRM
Companies, people, cases, consents and the block list in one place. Every email, booking and invoice hangs on the right contact without anyone typing it in.
Our own ERP
The booking becomes the order, the order becomes the invoice, the incoming payment closes the case. Documents come from the data, not from manual work.
Everything connected
Mailbox, CRM, ERP, forums, newsletter and social media talk to each other. One event triggers the next steps on its own: confirmation, publication, invoice, reminder.
Follow up and renew
Anyone who does not reply gets a friendly reminder. When a booking runs out, the renewal offer arrives in time, not once the slot is already empty.
This is exactly the chain we build for your business: on your systems, with your rules.
02The two halves
Create demand. Collect demand.
We build both halves — and we explain them separately, because they do different work, touch different systems and can be booked individually. Together they form a chain with no break in it.
Marketing automation
Everything that creates demand and makes it visible: newsletters with cleaned-up measurement, a social planner that fills its own weekly slots, ad accounts driven through their APIs — and a log that also records what the machine deliberately did not do.
- Newsletters: lists from consent, opens measured, scanner clicks taken out
- Social: the AI writes, a rule set checks, and a post can be pulled until it goes out
- Advertising: fixed rules, hard guard rails, no hand on the budgets
- Search & content: new addresses reported daily, four channels from one source
Sales automation
Everything that turns a reply into a customer: the inbox read and classified, prospecting in waves with prior research, follow-ups on a cadence — and the path from order through invoice to renewal.
- Inbox: enquiry, order, rejection, «not right now», meeting request, bounce
- Prospecting: company researched, contact with a role, potential assessed
- Follow-ups: cadence, reminders, block list — no follow-up after a no
- Closing: one click to a customer, draft invoice in the ERP, renewal before expiry
Each half can also be booked on its own. What the scope costs depends on the channels and systems that get connected — we work that out with you in conversation.
03Why the two belong together
Explained separately, built together
Marketing brings the demand, sales collects it. As long as the two sit on separate data, the most expensive mistake happens exactly there: you write to somebody who has just said no.
One set of contacts, one consent
Both halves read the same companies and people and the same consent record. There is no second address pool quietly going stale — and no question about which version is current.
One block list for both
A rejection in sales also blocks the newsletter, and an objection to advertising also blocks prospecting. This is the point where separate systems regularly get embarrassing.
One mailbox for every reply
A reply to a newsletter arrives where a reply to an opening message arrives — and is read, classified and answered in the same way. Nobody has to keep an eye on a second mailbox.
One dashboard, one approval principle
Newsletter, social post, opening message, order confirmation: everything waits in the same place for the same kind of approval. And the content for both halves is derived from one source rather than written twice.
If you only need one half, you get one half. When the other one is added later it sits on the same data — bringing them together afterwards is not a rebuild.
04Across every system
Connected, not replaced
Automation only pays off when it does not stop at a system boundary. So we attach it to what you already use — instead of selling you a migration.
Mailbox
Microsoft 365 via Microsoft Graph: read, classified, answered, archived. Out-of-office replies and undeliverable addresses go to the archive instead of clogging your inbox.
CRM
Companies, people, cases, deals, tasks and the knowledge behind them. Every email knows its case, every case its company — which is why the history is always complete.
ERP and invoicing
Invoices, subscription runs and renewal reminders happen where your numbers already live. The checkout triggers, the ERP writes.
Newsletter delivery
Lists, templates, delivery, open and click measurement — attached to the same contact data your sales side uses. So one unsubscribe takes effect everywhere.
Platforms and shops
Order, renewal, cancellation: whatever happens on your platform becomes a trigger in sales — not a message somebody has to retype.
Ad accounts and social
Ad accounts and social channels are driven through their APIs, not through the interface. Whatever is decided there appears in the same log as everything else.
Switching systems is not a prerequisite. Nobody who simply wants to automate should have to migrate first — that costs money, nerves and yesterday's data.
05A human stays at the wheel
Nothing goes out unseen
The machine prepares, a human decides. That holds equally in both halves — and it is not fine print, it is the reason this kind of automation can be used in a real business at all.
Approval before sending
Every outgoing message sits in the dashboard as a draft. You read it, change it, release it — or discard it. Without approval, not a line leaves the building.
Your correction becomes a fact
What you note during an approval is not just worked into that one text — it is stored as knowledge about the company. Next time, the automation already knows.
The rules are written down
Cadence, send windows, daily limits, block lists, guard rails for ad accounts and exclusions are rules you can read — not habits inside one person's head that walk out of the door with them.
Guards above the automation
Quality gates check daily that every automation still does what it should — several hundred checks. And each gate is deliberately made to fail once: a guard that has never raised an alarm is not a guard.
06How a project runs
Five steps to a running automation
The same path, whether you have one half built or both. At the end the automation is yours — rule set, credentials, dashboard and guards included.
- 01
Survey the channels
We look at how you make contact today, where your data lives and which manual steps repeat every week. Whatever does not repeat does not get automated.
- 02
Connect the systems
Mailbox, CRM, ERP, newsletter delivery, ad accounts and platforms are connected. What exists stays; we sit next to it, not on top of it.
- 03
Write the rule set
What triggers what? Classification, cadence, block lists, guard rails, approval paths and exclusions are written down before they are built. A rule nobody can look up is not a rule.
- 04
Trial run with review
The automation runs alongside but decides nothing on its own yet. Every case is reviewed until the classification is right — only then does it get the wheel.
- 05
Handover with guards
Dashboard, rule set, quality gates and documentation go to you. At any time you can see what the machine did and why it did it.
07Questions
What we are asked about this most often
Do we have to take both halves?
No. Marketing automation and sales automation can be booked and run separately. Taking both adds what only works together: one block list, one mailbox, one set of contacts, one dashboard.
Do we have to change our CRM for this?
No. We connect to what you have — mailbox, CRM, ERP, newsletter delivery, ad accounts and platform. Changing systems is a project of its own and should never be the price of admission to automation.
Does the machine send messages in our name without us seeing them?
No. Every outgoing message sits in the dashboard as a draft for approval beforehand — including the ones you asked for yourself. What you do not release is not sent.
How do we know the automation still works correctly?
Through quality gates that re-measure every automation daily and report what they checked. A gate that has never failed does not count with us — each one is deliberately made to trigger once.
Does this work without a marketing or sales department of our own?
Especially then. Where nobody sits in the inbox or the editorial plan all day, the most is left lying around: enquiries never followed up, forgotten reminders, the newsletter that has been coming «next week» for months. Those are the gaps the automation closes first.
What does it cost?
It depends on how many channels and systems are connected, whether you have one half built or both, and how much rule set sits behind them. We work it out with you in conversation — and we will also tell you when a building block is not worth it for you.
Tell us about your week. We will tell you what of it can run on its own.
Write to us about the steps that repeat every week at your place. You will get an honest assessment — including when the answer is: this is not worth it for you.
The quickest way is by email or through the contact form.