Email Automation
Turn incoming business email into structured workflows.
Email Automation treats each incoming email as the start of a piece of work. It works out what the email is about, extracts the useful details, creates or updates a record and passes it to the right person or process.
What it does
Email Automation connects to a business mailbox and processes incoming messages. Each email is classified according to your own categories, such as orders, inquiries, complaints or scheduling requests, and the relevant information is extracted.
Instead of stopping at a summary, the product decides which workflow the email belongs to. It creates or updates a structured record, assigns it to a person or team, and, where appropriate, prepares a reply draft or next step. When configured, nothing is sent without a person's approval.
What happens to each email
- Classified into your categories
- Summarized and given a priority
- Key details extracted into structured fields
- Linked to a new or existing record or case
- Assigned to the right person, team or process
What you receive
- Structured records of incoming requests
- Clear ownership for each message
- Prepared reply drafts for review, where configured
- Data stored in a database or passed to your business systems
Works on its own
Email Automation is sold and installed on its own and does not require any other product. If you also use another product, it can be connected as an optional customization. For example, invoice emails could be passed to Invoice Automation.
The problem it solves
A lot of real work arrives by email, but a mailbox is not a workflow. Messages are read, forwarded and read again, and details are copied into other tools by hand.
- Shared mailboxes where it is unclear who handles what
- Details from emails retyped into spreadsheets or other systems
- Similar requests answered from scratch every time
- No structured overview of what came in and what is still open
How it works
- 1
Receive
New emails arrive in a connected business mailbox, for example Microsoft 365 or Google Workspace.
- 2
Understand and classify
Each email is summarized and assigned to one of your categories.
- 3
Extract
Names, references, dates, requested items and other details are extracted.
- 4
Create or update records
The email is linked to the relevant workflow and a structured record or case is created or updated.
- 5
Route
The item is assigned to the right person, team or process, based on your rules.
- 6
Prepare follow-up
Where appropriate, a reply draft or next action is prepared, with approval before sending when configured.
Example workflow
A service company receives customer requests in a shared info@ mailbox.
- 01A customer asks by email to move an existing appointment
- 02The email is classified as a scheduling request and marked as normal priority
- 03Customer name, booking reference and the requested date are extracted
- 04The existing booking record is updated and the case is assigned to the scheduling team
- 05A reply draft confirming the request is prepared, and a team member reviews and sends it
Key capabilities
Email classification
Your own categories, not a generic set of labels.
Summaries and priority
A short summary and priority for each message.
Information extraction
Structured fields taken from the email content.
Records and cases
Create new records or cases, or update existing ones.
Routing and assignment
Send work to the right person, team or process by rule.
Reply drafts
Prepared drafts for review, with approval before sending when configured.
Workflow triggers
Start agreed follow-up steps when a certain type of email arrives.
Structured output
Store results in a database or pass them to your business systems.
Expected business impact
- Reduce time spent reading, sorting and forwarding emails
- Reduce manual copying of details from emails into other systems
- Make it clear who is responsible for each message
- Keep a structured record of incoming requests and their status
Before
- Read every email to decide who should handle it
- Copy details from emails into spreadsheets or other tools
- Write similar replies from scratch
After
- Emails arrive classified and assigned
- Key details are already in a structured record
- Reply drafts are ready for review
The actual effect depends on your volumes and current process. We discuss realistic expectations during the requirements phase.
Customization
Core automation, adapted to your workflow.
Every mailbox and team works differently, so the product is set up around your categories, rules and systems.
- Email categories and classification rules
- Fields to extract for each category
- Priority and routing rules for people, teams and processes
- Record and case structure
- Reply draft templates, tone and approval rules
- Where results are stored and which systems are updated, as agreed in the scope
Ownership & deployment
This product is installed into infrastructure that your organization owns and pays for. After delivery, you remove our access and keep full control.
- Your repository, database and deployment
- Your data, API accounts and external service accounts
- Developer access only during the project, removed by you after delivery
- Keeps running without our accounts or servers
| Microsoft 365 / Google Workspace | Access to the mailbox being automated |
|---|---|
| GitHub | Private repository with the system's code |
| Supabase | Database for records and cases |
| Vercel | Hosting for the application |
| Anthropic API | AI-assisted email understanding and extraction |
Pricing
Project price
€2,500 – €4,000
A one-time project price for customization, installation, testing and delivery. The final price is agreed in writing after the requirements discussion.
Founding Client PricingIntroductory pricing for our first 3 client projects.
Prices exclude VAT where applicable.
After successful delivery, we may ask for permission to use anonymized results or a case study. This is always your choice.
Included in the project
- Setup of categories, fields and routing rules
- Mailbox connection and installation in your infrastructure
- Testing with real incoming email
- Handover and documentation
What affects the final price
- Number of email categories and workflows
- Complexity of extraction and routing rules
- Number of connected mailboxes
- Reply drafting and required integrations
Running costs of services in your own accounts (hosting, database, AI API usage) are billed to you directly by those providers.
How to order
Every product is ordered the same way:
- 1Contact
- 2Requirements
- 3Scope & quote
- 4Customization
- 5Implementation
- 6Testing
- 7Delivery
Talk to us about Email Automation
Send a short description of your current workflow. We will reply with questions for scoping and the next steps.