Classify and auto-respond to inbox emails with AI agents

Reads every incoming email, sorts it by type, and either replies automatically or flags it for someone to review.

How the work actually flows

It branches. Exactly one path is taken.

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

flowchart TD trig>"new email arrives"]:::trig s0["classify email by type"]:::task s1["notify team of outcome"]:::svc trig --> s0 gx{"× what type of email"}:::gate s0 --> gx p00["draft and send automatic reply"]:::task gx -->|"internal or support"| p00 p10["draft summary and flag for review"]:::task gx -->|"sales finance or promotions"| p10 jn{"○ ready for delivery"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"inbox sorted with replies or flags"/]:::out pay{{"nothing important gets missed"}}:::pay s1 --> 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 serviceOne 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 OpsFile & Cloud StorageCustomer Support & Ticketing
Connects
GmailOpenAIGoogle SheetsGoogle DriveSlack

The problem it solves

A busy inbox means sales leads, support questions, and internal requests all pile up together, and something urgent is easy to miss. Sorting and responding to each one by hand takes time away from higher-value work.

Who it fits

Best suited for small businesses handling a high volume of mixed email traffic across sales, support, and internal requests.

How it works

  1. A new unread email arrives in Gmail
  2. AI reads the subject and body and classifies it as Sales, Support, Internal, Finance, or Promotions
  3. For Internal and Support emails, AI drafts and sends a reply automatically
  4. For Sales, Finance, and Promotions, AI drafts a summary and flags it for review
  5. You receive a notification and, where needed, a draft reply ready to send
What you get

Internal emails answered without lifting a finger

Your inbox gets sorted automatically, with routine questions answered and everything else flagged for your attention.

What you get

A labeled inbox with automatic replies to routine emails and draft summaries for anything needing human review.

What you need

A Gmail account and an OpenAI account, plus a Google Sheets and Google Drive account for logging.

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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