Sort and draft replies to inbox emails automatically

The system sorts your inbox, drafts replies for leads and questions, and pings you on Telegram to review.

How the work actually flows

It branches. Exactly one path is taken; a person has to approve before it continues.

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

flowchart TD trig>"new email arrives"]:::trig s0["ai categorizes email"]:::task s1["draft reply created"]:::task s2["notify you on telegram"]:::svc trig --> s0 hg(("you review before sending")):::human s1 --> hg hg -->|"approved"| s2 hg -. "sent back" .-> s1 gx{"× is it a lead or question"}:::gate s0 --> gx p00["check calendar availability"]:::task gx -->|"new lead"| p00 p10["search knowledge base"]:::task gx -->|"question"| p10 jn{"○ merge into draft"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"draft reply ready in gmail"/]:::out pay{{"faster response to leads and questions"}}:::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 personOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsKnowledge Base & RAGEmail AutomationSpreadsheet & Database OpsScheduling & Calendar
Connects
GmailGoogle CalendarSupabaseTelegramOpenAI

The problem it solves

Your inbox fills up with sales inquiries, client emails, and routine questions, and it takes real effort to figure out what needs a fast reply and what can wait. Important leads sit unanswered while you dig through the noise.

Who it fits

Agency owners and small teams who get a steady stream of inbound emails and want draft replies ready without hiring extra help.

How it works

  1. New email arrives in Gmail
  2. AI reads it and sorts it into a category like Sales, Client, or Billing
  3. If it is a new lead, the system checks your Google Calendar for open times
  4. If it is a question, the system searches your knowledge base for an answer
  5. A draft reply is created in Gmail and you get a Telegram alert to review it
What you get

Draft replies ready in your inbox to send

You get your inbox sorted by category with draft replies ready and a Telegram alert to review them.

What you get

A ready-to-send draft reply in Gmail for each priority email, plus a Telegram notification summarizing what happened.

What you need

A Google Workspace account, a Supabase account, an OpenAI API key, and a Telegram bot.

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

Back to the AI Playbook