How it runs today
- 01One shared mailbox takes orders, enquiries, invoices and advertising all at once.
- 02Someone sorts by hand and forwards.
- 03Whatever falls between two areas of responsibility stays put.
Use case
Shared inbox
In a mid-sized company a central mailbox is often the working memory of the whole business. And the place where things disappear.
The most visible effect day to day
The difference
The same process, once as it is today and once with us.
- 01Inbox
- 02Sorting
- 03Handover
A person does itThe system does it
How it would run with us
- 01Every message is read on arrival and sorted into your categories.
- 02Attachments are recognised and assigned to the right job.
- 03Standard cases come with a prepared draft reply - unsent, until someone releases it.
What it gets you
- The inbox is sorted before the first person opens it.
- Attachments sit with the right case, not inside the message.
- Standard cases come with a draft - approving one takes seconds.
Where it does not fit
If it is not settled internally who is responsible for what, the system sorts by rules that do not exist. Then that question comes before the project - it can be answered quickly, but someone has to answer it.
More specific
What this looks like in your sector
The process is sector-independent, the fit is not. These pages show the systems, the formats and the rules that actually apply there.
Logistics
In transport, a mailbox left sitting is standing time. Sorting is not a convenience topic here - it is part of dispatch.
ViewWholesale
In trade the shared mailbox is an order intake. What sits there is not unprocessed post, it is unrecorded revenue.
ViewProfessional services
In professional services the matching decides what can be billed. An email that lands in the wrong project is work nobody charges for.
ViewFrequently asked
How long does implementation take?
2 to 4 weeks. Building it is usually the shorter half - the time goes into access, coordination and test cases.
What do we have to provide?
Access to the shared mailbox and the rules on who is responsible for what. A list of the cases that must never be answered automatically. Two weeks of real inbox to read along with, before anything goes live. Nothing more is needed to start.
How will we know it works?
From verifiable criteria agreed before the build: Across 300 real messages, at least 92 % reach the right area of responsibility. Nothing falls between two responsibilities - unclear cases go to a defined place. For everything that leaves the building, a person stays the sender.
Does the AI decide on its own?
Sorting and assigning run independently, because they are reversible. Replies never go out without a release.
When is this not worth it?
If it is not settled internally who is responsible for what, the system sorts by rules that do not exist. Then that question comes before the project - it can be answered quickly, but someone has to answer it.
Which sectors does this suit?
In our experience particularly Wholesale, Logistics, Professional services. The process itself is sector-independent, though - what matters is whether it repeats.
Let us start with a conversation.
You tell us where your time goes. We put it in writing: what is worth automating, and roughly what that costs.
