We connect your inbox
We plug straight into Gmail or Outlook with scoped, revocable access, no migration and no new tool for your team to learn. The mailbox they know stays exactly where it is.
📨Email & Inbox Automation
An inbox that sorts and answers itself
Your shared mailbox should not need a human babysitter. We wire AI into Gmail or Outlook so every email is triaged, tagged and sent to the right person the moment it arrives, with routine replies drafted or auto-sent and anything tricky escalated with full context. Your team stops sorting and starts handling only what truly needs them.
5.0 from clients on Upwork
🎯The problem
The shared inbox is where work goes to wait
A busy support@ or info@ mailbox fills faster than anyone can clear it. Messages pile up with no triage, the same few people scan everything to decide who should handle what, and replies that should take minutes take days. Customers feel the lag, and the slow ones quietly take their business elsewhere.
The deeper cost is the repetition. Your team rewrites the same answers to the same questions all day, while the genuinely important emails get buried, missed, or lost in a long thread. The fix is not another folder or a sterner rule. It is an automated layer on top of the mailbox that reads, sorts, routes, and answers, and only pulls in a person when one is actually needed.
⚙️How it works
From new message to handled, on its own
A clear, deterministic flow. The AI reads and writes, the logic decides where each email goes.
It classifies, tags and routes
Every incoming email is read, sorted into your real categories, labelled, and sent to the right person or queue, the instant it lands. No one has to triage by hand.
It replies, logs and escalates
Routine emails get a drafted reply for a quick approval, or auto-send if you allow it, with the whole flow running in n8n. Every message is logged, and anything sensitive or unclear is escalated to a human with full context.
🧩What we build
The pieces that keep an inbox clear
Auto-triage & tagging
Reads every incoming email and sorts it into your real categories, applying the right labels so the inbox organises itself the moment mail arrives.
Smart routing
Sends each message to the right person, team, or queue based on its content, so nothing waits for a manual hand-off or sits in the wrong place.
AI-drafted replies
A model like Anthropic Claude writes accurate, on-brand responses to common questions, ready as a draft for a one-click approval or set to auto-send for the safest categories.
Follow-up sequences
Chases the threads that go quiet with timed, context-aware follow-ups, so nothing slips because someone forgot to reply twice.
Attachment & data extraction
Pulls order numbers, invoice totals, and contact details out of bodies and attachments, then writes them straight into your CRM, sheet, or database.
SLA & escalation alerts
Watches response times and pings the right person before a deadline slips, so urgent or high-value emails never go quiet on your watch.
CRM logging
Records every conversation against the right contact in your CRM, so the customer history is complete without anyone copying and pasting.
📈The result
One automated email workflow we built processed a high volume of incoming mail in a fraction of the time it took the team by hand, with first responses landing in under an hour instead of the next day.
<1 hr
first response time, with routine email sorted and answered automatically
🛠️Built with
Wired into the mailbox and stack you already run
We build on top of your existing email and tools, not a new platform you have to adopt.
Gmail
Outlook
n8n
Claude
GPT
HubSpot
Slack
Notion
❓FAQ
Questions about inbox automation
Yes. We build on top of Gmail and Outlook, both personal and shared mailboxes, using their native APIs. Nothing is forwarded to a third-party inbox tool you have to learn, the automation runs quietly behind the mailbox your team already uses.
Only if you want it to. You choose which categories auto-send and which land as ready-to-go drafts for a quick human check. Most teams start in draft-only mode, watch the quality for a couple of weeks, then switch the safest, most repetitive replies to auto-send.
Triage runs on your real categories and labels, tuned against a sample of your past mail before launch, so it lands the common cases reliably from day one. Anything it is not confident about is flagged for a person rather than guessed, and we review the edge cases together and tighten the rules over the first weeks.
Yes. It reads the body and attachments and extracts the fields you care about, order numbers, invoice totals, contact details, addresses, then writes them straight into your CRM, sheet, or database. That is often where the biggest time saving comes from.
Access uses scoped, revocable OAuth credentials, never your password, and you can switch it off at any time. We request only the permissions the workflow needs, keep the logic on infrastructure you control where possible, and we are happy to sign an NDA before we see a single message.
🔗Related services
Often built alongside
📬Contact
Take your inbox back
Book a free audit. We will look at where your mailbox slows down, what gets repeated, and what gets missed, and show you exactly what automation would catch. No spam. We hate inbox clutter too.
Book My Free Audit bastien@otimizagency.com