The inbox, handled before the team logs in.
A shared inbox receives a few hundred messages a week: appointment requests, supplier invoices, room enquiries, candidates, newsletters. An agent now reads every one, answers what it can in the client’s language, files the rest and flags the handful that need a person.
clinics · agencies · hotels · accountancies · around six hours a week back
The job, before.
Someone opened the inbox at 8:30 and spent the first two hours of the day on it. Every day.
The same questions arrived in French, English and Italian and were answered one by one. Invoices were forwarded to accounting by hand and sometimes paid twice. Appointment requests waited until someone had time to check the calendar, and a few a week were lost in the pile.
Nobody wanted a new tool. The team liked its inbox; it just wanted the morning back.
What the agent does now.
Reads everything that arrived overnight
Each message is classified: enquiry, booking, invoice, candidate, newsletter, complaint, unknown. Newsletters are archived; invoices are matched against the accounting system.
Answers what it is allowed to
Availability questions, opening hours, directions, prices from the approved list, appointment confirmations: answered in the language of the sender, from your templates, with a booking placed in the calendar when asked.
Drafts what it is not sure about
Unusual requests get a draft reply, left in the drafts folder with the facts gathered: who the sender is, what they bought before, what the calendar says. A person approves or edits.
Flags the few that need a person
Complaints, anything legal, anything with money attached beyond the approved list, a press request. These are not answered; they are surfaced at the top with a one-line summary.
The team arrives to a sorted inbox
Two or three items to decide on, drafts to approve with one click, and a line at the bottom: how many messages were handled and how many minutes a person would have spent.
What changed.
The morning is back. In our builds a small team typically gets six or more hours a week back on the inbox alone, and clients get an answer within minutes instead of the next morning, in their own language.
Nothing about how the team works changed. Same inbox, same calendar, same templates. The agent simply did the first two hours.
what you get
- An inbox sorted before you arriveClassified, filed, answered where allowed, with the exceptions on top.
- Replies in the client’s languageFrom your templates, in your tone, with the facts checked against your systems.
- A count of minutes savedEvery handled message carries the time a person would have spent. You see the total each month.
what it takes
- Access to the shared inboxRead-only for the first week. We widen it step by step, with you.
- Your templates and your approved answersWhat you say about prices, availability, cancellations. The agent never invents a policy.
- Fifteen minutes a day for two weeksFrom the person who does the inbox today, to correct the agent. Their corrections become its rules.
The rules it keeps.
Read-only first
Every agent starts by watching and drafting. It only sends, books or files on its own once you have seen it be right, step by step.
Your data stays yours
Agents run inside your own accounts and tools. Where a model is needed we use EU-hosted options by default, and nothing is used to train anyone’s model.
A person for the exceptions
Anything the agent is unsure about goes to a named person, with the facts already gathered. You decide what it may do alone, and when.
Related work
AI agents for the admin
AI agents that read the inbox, answer the phone, fill in documents and write the weekly report, inside Microsoft 365, Google Workspace and the tools your team already uses. A person handles the exceptions. From six hours a week back.
Voice agents that book
Calls answered around the clock in several languages, appointments placed straight in the calendar, voicemails transcribed into tasks, a person brought in when it matters. Built for a clinic group.
Documents that fill themselves
Contracts, client files, quotes and reports drafted from your templates and your data, checked against your rules, passed to a person to sign. Three weeks from first call to first document.
Asked about this one.
Does it ever send something wrong to a client?
In the first weeks it cannot: it only drafts. Once it answers alone, it does so only for categories where you have seen it be right, from your templates, and every message is logged. If something slips, you pull that category back to draft mode in a minute.
Which mail systems does it work with?
Microsoft 365 and Google Workspace, which cover almost everyone. Shared inboxes, aliases and several mailboxes at once are fine.
What about attachments and invoices?
It reads them. Invoices are matched against your accounting system and either forwarded for approval or flagged as already paid or unknown, which is where double payments stop.
Have a job like this one?
Thirty minutes is enough to tell whether it would pay back for you. We will say so either way, in writing.