Inbox assistant for your own mailbox
We build an assistant for your own Outlook or Google Workspace mailbox that drafts replies from your price list and, where your software allows it, the sender's job, quote or invoice. New email is sorted into your groups, and it's built so you send every reply.
Free process analysis, with your solution design within 2 business days.
From a new email to the reply you send.
- 1
New email lands in your own groups.
Each new email in your Outlook or Google Workspace mailbox is sorted into groups you pick with us, such as customers, leads, bills and staff. Groups show as labels in Gmail or categories in Outlook, so you keep working in your own email app. Emails it isn't sure about are set to go to Needs you.
- 2
A draft reply waits in the thread.
When an email needs an answer, a draft is saved under it, written to match past replies you picked. It uses your price list and the sender's records in your job software, CRM or books, where those let outside apps connect. Each draft's sources are listed on your Inbox assistant page.
- 3
You send it, or change it first.
Open the draft in your email app, change what you want and press send. It's built to save drafts only, so nothing goes out until you send it, and your customer gets a normal email from you.
- 4
One list shows what needs you.
A short list shows the emails waiting on your answer and the ones you sent that still have no reply after the number of days you choose. It's on a web page we set up for you and comes to your inbox each morning.
What changes for you.
Your groups, inside your email app.
Each new email gets the label or category of the group it fits, and the ones it isn't sure about are set to go to Needs you.
Replies start from your own facts.
Drafts use your price list, your policies and the sender's job, quote or invoice, with the source of each fact listed on your Inbox assistant page.
Every reply goes out from you.
It's built to save drafts only, so nothing is sent until you press send in your own email app.
Emails waiting on an answer stay in view.
Sent emails with no reply after the days you choose show up on your morning list.
How we build yours.
- Explain.
Tell us how you handle your email today and which replies take the longest, by voice or text.
- Map.
We map your groups, the emails that always need you and where the facts behind each reply live.
- Design.
We design your groups, the sources each draft may use and your morning list.
- Build.
Approve the design, and we build it on your Outlook or Google Workspace mailbox, connected to your job software, CRM or books where they let outside apps connect.
Questions.
Doesn't my email app already do this?
Often, yes. Many email apps now include AI that summarizes threads and, on some plans, drafts replies from your past email and files. If that covers how you work, your solution design says to turn it on. We build when your replies need records from your job software, CRM or books, or when you want one daily list of what needs you, with the job, quote or invoice each email is about.
Does it work with Gmail and Outlook?
We build it for Outlook mailboxes and for Gmail on Google Workspace, Google's paid email for businesses. If your business email is a free @gmail.com address, we advise moving it to Google Workspace first. Your solution design covers that step if you need it. We don't connect mailboxes that hold patient health information.
What if the answer isn't in my records?
Each draft is told to use only your documents and the records of the person who wrote to you, and to show the source of each fact. Where it finds no source, it's told to say so in the draft rather than guess. You read every draft before anything goes out.
Will my customers know a draft was written with AI?
Your replies go out as normal emails from you, with no AI label added. You read, change and send each one yourself.
What do I need to have?
For Outlook, a one-time sign-in to connect your mailbox, plus your admin's approval if your company requires it. For Google Workspace, your Workspace admin sets up a Google Cloud project in your organization for the connection, or gives us access to set it up. We also need your groups with a few examples of each, your price list, services, policies and some past replies you're happy with. Last, we need read access to the job software, CRM or books the drafts should check, and your written agreement that we may read your mail to support and fix the system.
Where is my data kept?
Your information is kept in a database set up only for your business, never shared with another client's.
What does an inbox assistant cost?
The price depends on what we build, and your solution design includes a fixed price for the build. Nothing starts until you decide to go ahead, and the process analysis and solution design are free. Running costs such as AI usage and hosting are covered by a monthly plan sized to your business and expected usage. Optional support is separate, and your solution design lays out both before you decide.
Get a free solution design for one process.
Tell us how you handle your email today, and get your solution design within 2 business days.
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