Your shared inbox, sorted before you open it
Custom AI that reads every message hitting orders@, support@, and ops@, classifies it, routes it to the right owner, and drafts the reply your team would have written.
How it works
This is not about campaigns. It is about the shared mailboxes that quietly run your business, where purchase orders, change requests, escalations, invoices, and one-line questions from customers all land in the same undifferentiated pile. Someone opens that pile every morning and hand-sorts it, and the cost shows up as slow responses, missed SLAs, and orders keyed twice. We build custom AI that reads each message, decides what it is, sends it where it belongs, extracts the data buried in the body or the attachment, and drafts a reply your team approves rather than writes.
Classification and routing that learns your categories
Every inbound message is typed, prioritized, and assigned using the taxonomy your operation already uses, not a vendor's fixed labels.
- Trained on your own historical mail, including the messy threads
- Handles multi-topic emails by splitting them into separate work items
- Routes by team, region, account owner, product line, or language
- Escalates anything it is not confident about instead of guessing
Drafted replies your team approves
Responses are written against your policies, past resolutions, and live system data, then held for a human until you decide the category is safe to auto-send.
- Grounded in your knowledge base, order records, and prior replies
- Matches thread tone and language, including reply-all etiquette
- Confidence thresholds decide draft-only versus auto-send per category
- Every draft cites the sources it used, so reviewers can check it fast
Structured data out, SLA clock running
Orders, RMAs, quote requests, and change notices are extracted into your systems as records, with response clocks tracked per message and per account.
- Pulls line items, part numbers, and quantities from bodies and attachments
- Writes into ERP, CRM, or ticketing via API instead of copy-paste
- Tracks first-response and resolution SLAs by sender, contract, and priority
- Flags aging threads and breach risk before the customer chases you
Where teams use it
Built for real revenue work.
Distributors taking orders by email
Purchase orders arrive as PDFs, spreadsheets, and plain-text lists, then get keyed into the ERP by hand. Extraction turns those messages into draft orders with the exceptions flagged, so the team reviews rather than retypes.
Support and service desks with one shared mailbox
A single support@ address covers three products and four SLAs. Automatic classification and routing puts each message with the right owner at the right priority within seconds of arrival, not at the next queue sweep.
Finance and back-office teams drowning in exceptions
Invoice queries, remittance advice, and vendor chasers pile up alongside real work. The system separates what needs a human, drafts the routine responses, and keeps an auditable trail of who answered what and when.
“Our orders inbox was a two-person job that never quite got done by end of day. Now the messages arrive already typed, routed, and half-drafted, and those two people spend their time on the exceptions that actually need judgement.”
FAQ
Questions, answered.
Is this for marketing email?
No. This is internal and inbound email operations: shared mailboxes, triage, routing, replies, extraction, and SLA tracking. If you need outbound campaigns, segmentation, and broadcast deliverability, that is our Bulk Email Marketing product, which is a separate thing entirely. Plenty of clients run both, but they solve opposite directions of the same channel.
Will it send emails to customers on its own?
Only where you decide it should. Every deployment starts in draft-only mode, where the AI proposes and a human sends, and you review accuracy per category against real traffic. Once a category is consistently right, you can raise it to auto-send with a confidence threshold, and anything below that threshold still routes to a person.
Does it work with Microsoft 365 and Google Workspace?
Yes, both, through the Graph and Gmail APIs, along with IMAP for anything older. We can also sit in front of a helpdesk like Zendesk, Freshdesk, or ServiceNow rather than replacing it. Nothing about the build requires you to migrate mail platforms, and the system runs inside your tenancy under SOC 2 aligned controls with 99.9% uptime.
What happens to messages the AI does not understand?
They go to a human, with the reason for the low confidence attached. We would rather the system escalate ten borderline messages than misroute one, so the thresholds are deliberately conservative at launch and tightened using your review data. Those escalations are also the training signal that makes the next month's routing better.
Keep exploring
More from the Leadify platform.
Custom AI Software
The engineering practice behind every build: fixed project cost, dedicated team, and code you own.
AI Document Processing
Extract structured data from the POs, invoices, and forms that arrive as email attachments.
Bulk Email Marketing
The outbound side of the channel: campaigns, segmentation, and deliverability in Leadify's product.
Give your inbox back to your team
Send us a sample of your shared mailbox and we will show you what a triage model would do with a real week of it.