ADMINISTRATION & SUPPORT
Email automation for businessesLess time sorting. More time replying.
The day starts with the inbox: invoices, questions, requests, notifications and replies to old threads. Someone reads them all to decide what is urgent. We build a workflow that sorts messages and prepares the data and reply drafts, while your team decides what gets sent.
I have a process like thisAdministration, support and sales teams working from a shared address or receiving many similar messages.
A PROCESS THAT COULD WORK BETTER
Where does the time go?
In a shared inbox, every message has to be read by at least one person before it reaches the right one. Attachments are downloaded and copied by hand, standard replies are rewritten every time, and a forgotten follow-up means an unhappy customer writing again.
Start with one frequent, easy-to-recognise message type: supplier invoices, order questions or document requests. Agree the categories, who answers each one and which details need to be extracted.
WHAT CAN BE AUTOMATED
What automation can take on
We choose together where it makes sense to start.
Sorting and labelling
New messages get a category and an owner: invoices, requests, support or complaints. Anything that does not clearly fit stays in review.
Data from messages and attachments
Order numbers, amounts, deadlines or company details are extracted into the agreed app, with a link to the original email.
Reply drafts
The AI assistant prepares a reply from approved templates and information. A colleague reads it, adjusts it and sends it.
Confirmations and follow-ups
A receipt confirmation can go out automatically. If a conversation gets no reply within the agreed time, its owner receives a reminder.
WHAT WE BUILD TOGETHER
How it could work in your business
The example is adapted to your team's apps and rules.
- 01
Receive the new message
The workflow reads email from the agreed address, using the access granted in Google Workspace or Microsoft 365. Links to the original message and attachments are kept.
- 02
Classify and extract
Simple rules based on sender or subject handle the clear cases. The AI assistant helps with free-text messages and suggests the category and fields; uncertain cases are flagged for review.
- 03
Prepare the next step
Data reaches the CRM, spreadsheet or invoicing app, and the prepared reply waits in drafts. A colleague checks and sends it; only standard confirmations can go out automatically.
CLEAR LIMITS. HUMAN CONTROL.
What stays under human control
The AI assistant does not send replies with prices, deadlines or commitments on its own, and does not answer complaints. Uncertain messages stay in review, and data extracted from attachments can always be checked against the original document. Email access is limited to the agreed addresses and operations.
A PRACTICAL STARTING POINT
What we need to start
- A few anonymised emails for each message type
- The categories your team uses and who answers each one
- The standard replies you already send
We choose tools after checking access and requirements. This list does not imply an active integration or a partnership.
BEFORE IMPLEMENTATION
Questions about this process
Does it work with Gmail and Outlook?
We work with Google Workspace and Microsoft 365 through the access your administrator grants. For other mail servers, we first check which protocols and permissions are available.
Does AI read all company email?
It does not need to. The workflow is limited to the agreed addresses and message types, and only the necessary text is sent to the AI model. We agree together which data must not be processed.
Are replies sent without anyone seeing them?
Only standard messages you explicitly approve, such as a receipt confirmation. Everything else stays a draft until a colleague checks it.
Does your team work like this?
Tell us how you work today. We'll agree on where it makes sense to start.