Sort and label Gmail automatically, then draft replies with local AI

Sorts new Gmail into categories, applies labels, drafts replies for urgent emails, and logs everything.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"new unread email arrives"]:::trig s0["categorize email with ai"]:::task s1["apply gmail label"]:::svc s2[("log email to sheet")]:::store trig --> s0 s0 --> s1 gx{"× is the email urgent"}:::gate s1 --> gx p00["draft reply in gmail"]:::task gx -->|"urgent email"| p00 p10["no reply drafted"]:::task gx -->|"other categories"| p10 jn{"○ continue to logging"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"triaged inbox with draft replies"/]:::out pay{{"less time lost to email triage"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationSpreadsheet & Database Ops
Connects
GmailOllamaGoogle Sheets

The problem it solves

Your inbox fills up faster than you can read it, and the important emails get buried under newsletters and routine notices. Sorting through everything and writing replies to the messages that actually matter takes time you don't have.

Who it fits

Busy founders, freelancers, or professionals who get too much email to triage by hand.

How it works

  1. A new unread email arrives in Gmail
  2. A local AI model reads it and sorts it into a category like Urgent, Follow-up, or Newsletter
  3. The matching Gmail label is applied automatically
  4. For urgent or high-priority emails, a reply draft is written and saved to your Drafts folder
  5. Every processed email is logged to Google Sheets for review
What you get

Inbox sorted with replies drafted for you

Your inbox gets sorted into clear categories automatically, with reply drafts waiting in your Drafts folder for urgent messages.

What you get

A labeled, triaged inbox with ready-to-edit reply drafts for your most important emails.

What you need

A Gmail account, a Google Sheets account, and a locally-run Ollama AI model.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Read invoices from Gmail and log them to Google Sheets automatically

Pulls invoice attachments out of your inbox, reads the details with AI, and records them in a spreadsheet.

Advanced

Score, email, and follow up with cold leads automatically

Scores new leads, sends personalized cold emails, follows up on schedule, and stops when someone replies.

Advanced

Send personalized interview prep guides to every candidate

Turns a list of shortlisted students and a job description into a personalized prep guide emailed to each one.

Advanced

Turn emailed health reports into personalized diet plans automatically

Reads a client's emailed health report, uses AI to build a diet plan, and emails it straight back to them.

Standard
Back to the AI Playbook