Not a new inbox for your people to work in. A layer underneath your existing mailbox that does the work and only asks when it has to.
1. We connect your mailbox
You keep the mailbox you have. We connect over IMAP or Gmail, using an account you create yourself and can revoke at any moment. From then on, new mail is picked up within about a minute.
What comes with it matters more than it sounds: not just the single message, but the whole conversation. Replies are linked to what came before, even when someone changed the subject line or when an earlier message never landed in this mailbox. If a link is missing, we fetch it.
2. The AI works out what it says
You describe in plain language what you want to know. Is this a quote request, a complaint, an invoice or something else? Which customer is it about? How urgent is it? Which order number is mentioned?
The difference with a chatbot is what you get back. Not a wall of text, but exactly the fields you asked for, in the same shape every time. A system can work with that. If something comes back malformed, it is retried before anything happens.
You choose which model does the work. If you would rather keep mail content in house, the model runs on your own servers.
3. Something happens
Based on those fields, the mail follows its route:
- move to the right folder, label, mark or archive
- send a reply inside the existing thread, so the customer does not get a stray mail
- write data into your ERP, accounting or CRM
- create a task for the right colleague
Edge cases do not pass through automatically. Those get a person involved.
4. A person decides where it counts
If the AI is unsure, or it concerns something you want to see anyway, a question goes to the right colleague. They answer in one click, with a note if they want. Then the route continues.
If no answer arrives within the term you set, it does not stall. A reminder follows, or the mail takes a different route. You decide which.
Waiting as part of the process
This is where manual work usually breaks down. You send a mail and wait for a reply. If it never comes, nobody notices until the customer calls.
With us, waiting is a step. You send a quote and say: if there is no response within five working days, send a reminder and put it on the account manager's list. That runs on its own, also when it is busy.
You start small
We start with one mail flow that hurts today. Often that is info@ or orders@. We make it work and make it measurable. Only once that stands do we look at the next.
Book a demo and we will look at your own mail flow.