AI-Powered Inbox Automation for Leads & Service
Automatically classify, structure, and route every incoming email into the right business process.
In this heating and energy organization, every inquiry arrived via email — sales leads, service requests, website form replies, and follow-ups. Staff manually read each message, determined intent, copied data into systems, forwarded to regional departments, and tracked follow-ups in spreadsheets. We replaced inbox-driven chaos with an automated intake engine. Every email is summarized, classified (Lead, Service Request, or Other), linked to the right customer, and routed into the correct workflow. Leads are enriched with structured qualification data. Service requests are validated and routed to the correct regional representative based on zip code. Missing information? The system automatically asks follow-up questions and schedules reminders. Everything is logged and synced to shared reporting. Result: the inbox became a structured, controlled process instead of a bottleneck.
What we solved
| Problem | Before | After |
|---|---|---|
| Manual email triage eliminated | Employees manually read, categorized, and forwarded every email. | Emails are automatically classified and routed within seconds. |
| Incomplete lead data reduced | Sales teams chased missing information across multiple emails. | Missing details are detected and requested automatically. |
| Wrong department routing prevented | Service requests were forwarded based on guesswork. | Routing is automated based on zip code and region. |
| No more spreadsheet chaos | Lead tracking required manual spreadsheet updates. | Reporting is automatically updated with status and summary. |
Highlights
- Faster follow-up: every email immediately receives a route and status
- Higher lead quality through automatic qualification and missing-info checks
- Less service noise: requests go straight to the right region or department
- Consistent communication: automated replies plus clear escalation to human review
- Existing customer recognition: faster, more complete handling for returning customers
- Full traceability: visibility into status, decisions, and routing per case
Results
Based on average handling time per email and weekly volumes. Actual impact varies by organization.
Process flow
Technology
What clients say
“We no longer spend mornings sorting emails. Everything is structured and routed before we even open the inbox.”
“Lead quality improved significantly because missing data is requested automatically.”