Classify and auto-reply to inbound emails with AI

Reads incoming emails, figures out what they're about, and sends the right reply automatically.

How the work actually flows

It branches. Exactly one path is taken; runs once per each new email.

Pattern: Exclusive Choice (4) · Multiple Instances without Synchronization (12)

flowchart TD trig(["hourly gmail check"]):::trigtime s0[["classify email category"]]:::mi s1["mark email as read"]:::task s2[("add sender to contacts")]:::store trig --> s0 s1 --> s2 gx{"× which category applies"}:::gate s0 --> gx p00["send guest post reply"]:::task gx -->|"guest post"| p00 p10["send course inquiry reply"]:::task gx -->|"course inquiry"| p10 jn{"○ before marking read"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"auto reply sent and logged"/]:::out pay{{"consistent fast responses without manual effort"}}:::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 stepRuns once per itemA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
CRM & Sales PipelineEmail Automation
Connects
GmailGoogle GeminiBrevo

The problem it solves

Certain kinds of emails, like guest post pitches or course questions, come in over and over and always need a similar reply. Answering each one by hand takes time away from higher-value work, and replies can slip through the cracks.

Who it fits

Businesses or creators who get repetitive inquiry emails and want consistent, fast replies.

How it works

  1. Checks Gmail every hour for new messages
  2. AI classifies the email into a category like guest post or course inquiry
  3. Sends a matching HTML reply for that category
  4. Marks the email as read and applies a label
  5. Adds the sender to your contact list
What you get

Some inquiry emails answered, others left waiting

You get inbound emails automatically sorted by topic and answered with a matching reply, then labeled and logged so your contact list stays current.

What you get

An automatic email reply plus an updated contact record.

What you need

A Gmail account, an SMTP or Brevo account, and a Google Gemini API key.

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

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