AI EmailAutomation
Turn a crowded shared inbox into a sorted queue with drafted replies waiting for approval, instead of a morning spent reading and retyping.
AI Email Automation: what the work involves
A shared mailbox such as sales@ or info@ quietly consumes hours. Someone reads each message, decides whether it is a quote request, a complaint or spam, finds the earlier thread, writes a reply and files the attachments. Important messages sink under newsletters, two colleagues answer the same customer, and nobody can say how long replies really take.
We connect to Gmail, Microsoft 365 or IMAP and process each incoming message through a short pipeline. First a classifier assigns category, urgency and language. Then extraction pulls structured details such as order numbers, dates and requested products. For routine categories a language model drafts a reply in your voice, using templates and retrieved policy text, and leaves it as a draft in the thread. A person reads, edits and sends. Over time categories with consistently approved drafts can be sent automatically under rules you define.
Core features
Categorise and prioritise
Incoming mail is tagged as quote request, complaint, invoice, supplier note or spam, with urgent items surfaced at the top.
Draft replies in your tone
Drafts follow sample emails you approve, adapt to the language of the sender, and appear as drafts in the original thread.
Thread summaries
Long chains are condensed into a few lines covering what was asked, what was promised and what is still open.
Data extraction to systems
Order numbers, dates, amounts and contact details are lifted from messages and attachments into your CRM, sheet or ERP.
Daily digest
Leaders receive one morning summary of what needs a decision, what was handled automatically and what has been waiting too long.
Rule-based auto-send
For narrow, low-risk cases such as acknowledgements, you can allow automatic replies governed by explicit conditions and an audit log.
What we get right before launch
Wrong recipient and reply-all risk
An automated email sent to the wrong person is hard to retract. We default to drafts, block external sending for new categories, and never let the system add recipients on its own.
Confidential content and vendors
Mailboxes contain contracts, salaries and customer data. We discuss which folders are in scope, redact identifiers before model calls where practical, and consider a privately hosted model for sensitive teams.
Prompt injection through email
An outside sender can write instructions inside a message to trick a model. We treat email text as untrusted data, keep tool permissions narrow and never let message content trigger actions without checks.
Tools and technology
- Gmail API
- Microsoft Graph
- OpenAI
- Anthropic Claude
- Python
- n8n
- PostgreSQL
- Redis
Common questions, answered
Will it reply to customers without me seeing?
Not unless you choose that. The default is drafts that a person reviews. Only narrow categories you explicitly approve, with logging and limits, should ever send automatically, and you can switch them off at any time.
Does it read all my email?
Only the mailboxes and folders you grant access to, through standard permissions you can revoke. We usually start with one shared inbox and keep personal or sensitive folders out of scope.
Can it handle attachments?
Yes, within limits. PDFs and images can be read with OCR or a vision model to extract fields like invoice numbers, and unclear scans are flagged for a person instead of guessed.
Will it match our writing style?
We tune it with examples of emails you consider good and a short style guide. It gets close, but a reviewer should still check important messages, especially in the first weeks after launch.
More AI Agents & Automation services
All AI Agents & Automation servicesEmail Classification Automation
Turn a crowded shared inbox into labelled, routed work: quotes, complaints, invoices and spam each go where they belong without a person reading first.
AI Customer Support Agent Development
An agent that actually does support work: checks the order, applies your policy, drafts or sends the reply, and escalates anything it cannot settle.
AI Document Processing
Turn piles of PDFs, scans and photographed forms into structured data in your system, with a review screen for anything the software is unsure about.
Ready to start your AI Email Automation project?
Tell us what you need and we will come back with a clear scope, timeline and the questions worth answering before any build starts.