Solution · By problem
The same five emails, twenty times a day. That gets automated.
“Where’s my order?”, “can you resend the invoice?”, “what are your hours?”. Your team writes the same reply over and over, swapping two details. It’s not that they work badly: they’re doing by hand a job a system does on its own. We build it on your inbox and your tools, and leave it answering.
The problem
It’s not the volume of email. It’s that almost all of it is the same.
- 60-70% of incoming email is five or six recurring questions: status, invoice, hours, availability, “how do I do X”.
- The answer already exists —in an order, in the ERP, in a template— but someone has to look it up, copy it, and paste it by hand every time.
- Replies lag because they pile up in a queue, and the customer feels slowness on something that should be instant.
- The person replying is overqualified for the task: they spend their day copy-pasting instead of on the emails that actually need judgment.
Cost of staying the same
Each repetitive reply costs a few minutes, which is why nobody measures it. But multiply it by hundreds a week and it’s a part-time person writing the same thing over and over. It shows up in no cost line; it shows up as “we’re short-staffed” and as customers waiting hours for a fact that was one click away.
The solution
A system that reads, drafts with your data, and replies —or leaves you the draft
- 1We identify the repetitive email types that clog your inbox and where each one’s real answer comes from: the order in the ERP, the invoice in the billing system, the usual template.
- 2We build the reading: the system classifies the incoming email, understands what it’s asking, and pulls the fact from the real source —it doesn’t invent, it looks it up— to draft a reply in your tone and your information.
- 3You set the level of autonomy: automatic replies for the clear, safe cases, or a ready draft for a person to review and send in one click on the ones you’d rather supervise.
- 4We leave it measured and with a safety net: what % resolves on its own, which ones escalate to a human, and what response time you’re giving. The odd cases always go to a person.
What changes
What you stop losing
The reply stops depending on someone having a free moment: for standard cases it’s instant, any hour, no queue.
Mechanism
The person who chained through emails gets their day back for the ones that do need judgment —the ones that truly justify a human.
Mechanism
What we measure: % of emails resolved with no human touch, average response time, escalation-to-person rate, and errors caught in review.
What we measure
Spec sheet
- Work it removes
- writing the same reply over and over, changing two details
- Typical setup
- 2–3 weeks
- Input
- incoming email of a repetitive type
- Output
- reply drafted with your real data, sent or proposed for approval
- Works with
- Google WorkspaceMicrosoft 365
- Can connect to
- Your data source (ERP, billing, orders, CRM)ZendeskFreshdeskFront
- What we measure
- % of emails answered without interventionreply accuracyresponse timeescalations to a person
- Good fit for
- inboxes with frequent email types and answers lookup-able in a system
- Not a fit for
- emails that always need judgment or data not accessible by API
See everything you can automate in Email and communications →
Frequently asked questions
An autoresponder always sends the same fixed text (“we’ve received your message”); it resolves nothing. Classifying tidies the inbox but still leaves a person to write the reply. This goes a step further: it understands what the email asks, looks up the real fact in your system —the specific status of THAT order, THAT invoice— and drafts the specific reply. It’s not a blind template: it’s a reply with your real information.
That’s why you set the level of autonomy, email type by email type. Clear, low-risk cases (a schedule, an order status) can go on their own; sensitive ones stay as a draft for a person to review and send. And anything the system doesn’t understand confidently escalates to a human by default — it never improvises. You start with full supervision and release autonomy only where the numbers say it’s safe.
Yes. It’s built on your Google Workspace or Microsoft 365 and on the source where the data lives —your ERP, your billing, your helpdesk. We don’t ask you to switch email or migrate anything: we connect what you already have, put the reading and drafting in the middle, and leave replies going out from your own inbox, with your domain and your tone.
Want it running in your business?
You’ve pinned the problem. We ship the fix and leave it measured.