Sort inquiries in your inbox and get replies ready
Every email is read, categorized and routed to the right person with a draft reply. Appointment requests go into the calendar, and complaints go straight to the top.
How it works, step by step
For businesses where inquiries, appointment requests and follow-up questions pour into the same inbox every day
- Read
- Categorize
- Enrich
- Draft
- Route
1Read
Every new email is captured along with its attachments, including inquiries sent through the form on your website.
2Categorize
A language model identifies the type of request (new customer, appointment request, complaint, invoice, advertising), how urgent it is and who should handle it. You define the categories.
3Enrich
Known senders are matched against your CRM or customer list, so their history is right there.
4Draft
For common requests, a reply is drafted in your tone, using the right facts from your documents. Appointment requests come with suggested times from your calendar.
5Route
The email lands with the right colleague, sorted and with a draft attached. Nothing goes out until you’ve checked it. If you like, simple standard requests can be answered automatically.
How it’s done today
The process we see in business after business before we get involved.
- Inquiries, invoices, ads and follow-up questions all pile up in one inbox.
- Whoever has a spare minute sorts them by hand, so urgent messages get spotted too late.
- The same questions about opening hours, prices and appointments get answered from scratch every day.
- After a vacation, there’s a mountain of email waiting, and new customers are left with a poor first impression.
What you need
We build on what you already have. You don’t need to buy anything new.
- Microsoft 365 and Outlook
- Google Workspace and Gmail
- Standard IMAP mailboxes
- CRM or customer list (HubSpot, Pipedrive, Excel)
- Calendars in Outlook or Google, or in practice or law firm software
What you gain
The goal isn’t “having AI in your business.” It’s more time and less stress in your day.
- Urgent messages are seen right away, and nothing slips through the cracks
- Replies in minutes instead of days, even when people are on vacation or out sick
- A consistent tone and accurate facts in every reply
- Less time in your inbox, more time running your business
Illustrative calculation
40 emails a day at 3 minutes each to sort and answer: 2 hours a day.
With sorting and drafts, that drops to about half an hour of review.
This is an illustrative calculation, not a promise. We measure it using your actual inbox.
How we build it
For us, a language model is one tool within the process, not the process itself. Every workflow comes with fixed validation rules, connections to your systems and a person who handles exceptions. We start with a test run on real data from your business, show you the results and then decide together whether and how to move forward.
Frequently asked questions
Will the assistant send emails without my knowledge?
Only if you explicitly allow it for specific cases, such as acknowledgment emails. By default, the assistant drafts and a person sends.
How does the system know what to reply?
From your own documents: price list, services, opening hours and previous replies. If the answer isn’t in there, it doesn’t make something up; it flags the question for a person.
Will this work with our Outlook?
Yes, with Microsoft 365, Google Workspace and standard IMAP mailboxes. Your mailbox stays exactly as it is. The assistant works with folders, categories and drafts.
Is this a good fit for your business?
Tell us about your process. We’ll tell you honestly whether and how it can be automated, and we’ll start with a test run on real data.
More use cases
Or email us directly: kontakt@vectortec.de