Get your team out of the inbox.
A managed AI automation that reads every incoming email, sorts it, drafts the reply, routes it to the right person and chases the ones that go quiet — wired straight into the mailbox you already use. You approve; it does the typing.
- Triages and labels every message the moment it lands
- Drafts standard replies for one-click approval
- Pulls the details out of enquiries and into your CRM
- Follows up automatically so nothing goes cold
The shared inbox is a full-time job nobody applied for.
Every morning someone opens the support or sales inbox and starts the grind: read this one, work out what it's about, forward it to the right person, copy the customer's details into the CRM, type the same reply you typed yesterday, flag the two that actually need thinking about. By the time it's sorted, half the morning is gone and the real work hasn't started.
It's not that any single email is hard. It's the volume, the context-switching, and the fact that the important message is buried between forty routine ones. Leads sit for hours before anyone answers. Replies slip. And the person doing it is too senior — or too busy — to be a full-time inbox sorter.
What "living in email" costs
- Enquiries answered hours late — after a competitor already replied
- The same twenty replies retyped from scratch every week
- Details re-keyed from email into the CRM by hand
- Urgent messages lost in the noise of routine ones
- A capable person spending the morning as a sorting machine
Four jobs, handled the moment mail arrives.
We wire an AI layer onto your existing mailbox. It reads each message like a person would, then acts — sort, draft, extract, follow up — and only interrupts a human for the calls a human should make.
Triage & route
Every incoming email is read in full and classified against your real categories — enquiry, quote, complaint, invoice, booking, supplier, spam. It's labelled, prioritised and routed to the right person or team inbox automatically, so nobody has to be the human switchboard.
Draft the reply
For the messages you answer the same way every time, the AI writes a tailored draft using your wording and the details in the email. Your team reviews and sends with a click — or, once you trust a category, lets it go out on its own. The typing disappears; the tone stays yours.
Extract the data
New enquiry comes in? The automation pulls out the name, company, phone, what they asked for and how urgent it is, then logs it straight into your CRM or spreadsheet — no re-keying, no copy-paste, no details lost between the inbox and the system of record.
Auto-follow-up
Quotes and enquiries that go quiet get a polite, well-timed nudge on a schedule you set — and the follow-up stops the moment the customer replies. The deals that used to slip through because everyone was busy get chased without anyone remembering to chase them.
It plugs into the mailbox you already run.
Connect securely
We connect to your Gmail / Google Workspace, Microsoft 365 / Outlook or shared support inbox using scoped access — only the permissions the workflow genuinely needs, with credentials held in a secrets manager. Nobody changes their email address and no mail moves.
Learn your categories
On the scoping call we map how your inbox actually works — the categories you sort into, who owns what, the replies you send on repeat. That becomes the logic the AI classifies and drafts against, in your language, not a generic template.
Run alongside first
Before it touches anything, we test it against your real inbox side by side with your current process, so you can see it sorting, drafting and extracting correctly. You sign off, then it goes live — and we keep monitoring it so it stays working as your systems change.
Built for the inboxes that never stop.
If a single address takes more mail than one person can calmly handle, email automation earns its keep fast. It's the same managed build underneath — we just point it at where your volume actually is.
Anyone can build one rule. Keeping it running is the hard part.
Real reading, not keyword filters
Old inbox rules match on words and break on anything phrased differently. The AI actually understands what a message means, so it handles the wording your customers really use — and knows when something is unusual enough to hand to a person.
Wired into your systems
Email doesn't sit on its own. We connect the inbox to your CRM, calendar, spreadsheets and quoting tools so an enquiry becomes a logged, actioned record — not just a sorted email.
Owned and maintained
Providers update APIs, logins expire, categories shift. Because we run it as a managed service, we catch failures early and fix them — which is the only reason the time savings actually last. If you'd rather build it yourself, our managed vs DIY comparison lays it out honestly.
Questions we get about email automation
Does AI email automation send replies without a human checking them?
Only if you want it to. By default we run it in draft mode: the AI reads each message, drafts the reply, and a person approves it with one click. Once you trust it on a category — say, booking confirmations or standard price requests — you can let those go out automatically and keep the rest human-approved. You decide the line, and we can move it later.
Will it work with our existing inbox, or do we have to switch email providers?
It works with your existing mailbox. We connect to Gmail / Google Workspace, Microsoft 365 / Outlook or a shared support inbox using secure, scoped access — nobody changes their email address and nothing moves. The automation sits alongside your inbox, reading and acting on mail as it arrives.
How does it know where to route each email?
We map your real categories with you on the scoping call — enquiries, quotes, complaints, invoices, bookings, supplier mail, spam. The AI reads each message in full and classifies it against those categories, then routes it to the right person, team inbox, label or system. When it is unsure, it flags the message rather than guessing.
What about privacy and the emails themselves?
Access is scoped to only what the workflow needs, credentials are held in a secrets manager, and we can run the classification on your terms. We work through exactly what data is touched and where it goes before anything goes live, and you get documentation showing it.
What happens when an email does not fit any rule?
That is the point of using AI rather than filters. Genuinely unusual messages — an angry customer, an odd request, something that needs a decision — get surfaced to a person instead of being mishandled. The routine 80% flows through automatically; the 20% that needs judgement lands in front of the right human, tagged with what the AI thinks it is.
How long until it is running?
Most email automations are live within two to three weeks of the scoping call. We build it, test it against your real inbox side by side with your current process, and only switch it on once you are confident it routes and drafts correctly.
Tell us about your worst inbox.
A free 30-minute scoping call. Describe the address that eats your team's mornings and we'll tell you straight what an AI email automation would take off their plate — and roughly what it would save.