Polyguard Vaults AI Employee
A dedicated MacBook AI employee that helps the sales team follow up with customers using real order history.
Live Polyguard dashboard with private customer details blurred.
Polyguard needed a better way to follow up with customers based on actual order history. DOBE built a dedicated MacBook AI employee that refreshes customer data, checks order timing, and prepares review-ready Gmail drafts for the sales team.
Client / Project
Polyguard Vaults
Project Type
Customer follow-up workflow
Location
United States
Proof Points
The Problem
Polyguard had years of customer and invoice history, but that history was hard to use in day-to-day sales follow-up.
The sales team needed to know which customers might be due for another order without manually digging through exports, spreadsheets, emails, and old order records.
The goal was not to blast the whole customer list. The goal was to create useful follow-up based on real business history while keeping the team in control.
What DOBE Built
DOBE installed a dedicated MacBook AI employee for Polyguard.
The system watches for updated business exports, refreshes a local customer database, checks order history, and creates Gmail drafts for accounts that appear due for follow-up.
The workflow is review-first. It prepares drafts inside the client’s Gmail workflow so the team can review, adjust, and send when ready.
How It Works
Polyguard sends updated business exports.
The MacBook AI employee checks that the required files are present.
Customer and invoice history is refreshed.
The system looks for customers who may be due for a reorder.
A small batch of Gmail drafts is prepared.
A human reviews the drafts before anything goes out.
Why It Matters
The workflow is not just AI writing emails. The important part is that the emails are based on business facts.
The system checks order history, customer status, timing, and sales context before drafting anything.
That keeps the workflow closer to a helpful sales assistant than a generic email generator.
Result
Polyguard now has a repeatable follow-up process that helps the sales team stay on top of customer outreach without manually sorting through years of records every morning.
The team keeps final control, while the system handles the heavy lifting of finding likely follow-up opportunities and preparing first drafts.
The Problem: Years of order history, not enough daily follow-up time
The useful information was already there. The hard part was turning it into a daily rhythm the sales team could actually use.
DOBE built around the existing business process instead of forcing the team into a new platform.
The Build: A dedicated MacBook AI employee
The MacBook runs the workflow locally for the client, refreshes its working data, and prepares drafts from the latest available records.
It is built to assist the team, not replace the team’s judgment.
Human Review: AI prepares, the team approves
No customer email is sent automatically from this workflow. The drafts are prepared for review first.
That matters because customer communication should still sound accountable and human.
Live Polyguard dashboard with private customer details blurred.
What this page can show
- Dedicated client MacBook installed
- Customer history refreshed from business exports
- Follow-up drafts created inside Gmail
- Human review before sending
- Daily draft workflow
- Customer order timing used to guide follow-up
Have customer follow-up that keeps slipping?
DOBE can build a dedicated AI employee around the way your business already works, with humans still in control of the final send.
Talk to DOBE