Workflows
Intelligent email systems
Email is still the official, contractual and support backbone of a business. Owners and support staff spend 2–3 hours a day reading 50–200 emails, extracting data and typing the same replies. These seven modules take that over, with a person approving every outgoing message.
New to this? Start hereemail automationEmail automation means a program looks at every message that arrives in the company inbox, decides what it is about and how urgent it is, sends it to the right person, and writes the reply draft that a colleague then approves.
How it runs, in three steps
- 1A message lands in the company inbox: an enquiry, a complaint, a billing question, an invoice sent as an attachment, or plain junk.
- 2Within seconds the program reads it, works out the subject and the tone, and writes an almost finished reply from your own price list, your FAQ and your fifty best earlier answers, in your own style.
- 3The reply waits as a draft: a colleague skims it in a few seconds and clicks send. Five minutes of typing becomes ten seconds of checking, and nothing reaches a customer unread.
A Tuesday morning todayTuesday morning sixty emails are waiting, the invoices still have to be forwarded to the bookkeeper by hand, and the customer threatening to go to the authorities is only noticed at eleven.
The same morning, automatedTuesday morning the sixty emails are already labelled and routed, the invoices went to the bookkeeper overnight, drafts are waiting for the repeating questions, and the threatening letter set off an SMS alert at seven, before anyone opened the inbox.
Worth it when: It pays off first where twenty to thirty similar messages arrive every week: a webshop, a service company, a wholesaler. It only works if there is a written price list and earlier answers to build from; with nothing on paper the drafts stay vague and someone rewrites every one.
- 2–3 hours a day spent on 50–200 emails by owners and support staff
- 5 minutes of typing becomes 10 seconds of review with draft-based replies
Recipes in this category
- 01 · Top 2
Inbound email triage and smart routing
Every new email is handed to the AI within seconds, classified by intent and urgency, labelled and routed to the right person.
automation platform · mailbox · office suite
- 02
Knowledge-base reply drafts (human-in-the-loop)
The AI writes a reply from your FAQ, price list and best past answers, in your tone, as a draft. A person reads it in five seconds and clicks send.
AI model · automation platform · mailbox
- 03
Data extraction from email into CRM
Unstructured email text becomes precise JSON: contact, company, tax number, requested service, quantity, location, deadline, phone. The lead is created in MiniCRM or HubSpot with a task for sales.
automation platform · customer records
- 04
Attachment and invoice parser
Attached PDF invoices are read by vision AI, renamed to a standard name, filed in the 'accounting prep' Drive folder and forwarded to Billingo or Számlázz.hu. If a promised attachment is missing, a polite reminder goes out.
image understanding · file storage · invoicing program
- 05
Webshop lifecycle emails and WISMO autopilot
'Where is my package?' is answered from the shop and courier APIs (GLS, Foxpost, DPD, Packeta). Abandoned-cart emails argue for the specific product left behind.
webshop platform · courier · automation platform
- 06
VIP handling and automatic escalation
Emails from VIP customers and key partners are recognised by address, moved to a priority queue, and the account manager is pinged by SMS or WhatsApp. The partner gets an instant receipt naming who will reply within 60 minutes.
automation platform · telephony · messaging channel
- 07
Daily executive inbox brief
At 8:00 and 18:00 the owner gets a one-minute digest on their phone: urgent decisions, new quote requests with estimated value, and support stats such as emails answered and average response time.
AI model · automation platform · messaging channel
Recommended stack
| Role | Tools | Why |
|---|---|---|
| Engine | n8n (self-hosted VPS) | €5–10 a month fixed, unlimited email runs |
| Connection | Gmail API, Microsoft Graph API | Reads and drafts inside the existing mailbox |
| Models | Claude (writing, drafts), small fast model (classification, extraction) | Best model for prose, cheapest for sorting |
| Security (GDPR) | EU server, anonymisation before API calls, human-in-the-loop approval | Nothing is sent to a customer without a person clicking send |
Source: AI Automation Market Report and Practical Guide (2025–2026)
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