AI email automation

What can you automate in email with AI?

You can automate almost any type of email that repeats. Email is where an office team loses the most time, and much of that time goes on repetitive tasks. These are the ones we automate:

• Inbox triage: labels by type (customer, supplier, invoice, candidate, sales spam), urgency and responsible person.
• Draft replies: the AI writes the reply in your tone using data from your systems and leaves it in drafts for you to review.
• Data extraction: orders, quote requests, appointment changes or incidents flow into your CRM, ERP or calendar.
• Attachments: invoices, contracts and delivery notes are saved in the right folder and processed.
• Follow-ups: if a customer or supplier doesn't reply within X days, a reminder goes out or you get an alert.
• Summaries: a daily digest of what matters in a shared mailbox or long threads.

Doesn't Gmail's or Outlook's AI already do this?

Gemini in Gmail and Copilot in Outlook help you write and summarise when you open an email and ask them to. They are useful for individual work, but they don't act alone on every message that arrives and don't know your systems: they can't tell whether the order the customer mentions has shipped, and they can't create the record in your CRM.

What we build works in the background on the inbox, with your company's rules and connected to your data. You can keep using Gemini or Copilot to write; our system handles what comes in before you open it.

Does the AI send emails without anyone reviewing them?

By default, no. The setup we recommend leaves drafts ready and a person sends them. Reviewing and pressing send takes seconds, against the minutes it takes to write from scratch.

When a type of email is very repetitive and low-risk, such as confirming receipt of a CV or acknowledging an invoice, automatic sending can be switched on for that specific type. We decide it with you after a few weeks of watching draft quality. If you want an agent that serves customers by email and other channels, see the AI customer service agent.

Example: an orders mailbox at an industrial supply company

An industrial supply company receives 50 to 80 emails a day at orders@. Some are orders with a PDF attached, others ask about lead times, others request a delivery change. Two people read them, copy the orders into the ERP and reply one by one.

With the automated workflow, each email is classified on arrival. If it is an order, the AI reads the PDF or text, identifies the customer and the item references, and creates a draft order in the ERP, with a warning if a reference doesn't exist or the price doesn't match the price list. If it is a lead-time question, it looks up the order and leaves a draft reply with the expected date. Delivery changes are logged and the warehouse team gets an alert. The two people move from typing to validating. Invoices that reach that mailbox follow their own invoice automation workflow.