AI Email System: sorts, replies and follows up | Apilon AI
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AI Email System

The email is sorted. The reply is written. You hit send.

An AI system connected to your shared and personal inboxes in Gmail or Microsoft 365 and Outlook. It reads every incoming email, sorts it by type and urgency, sends it to the right person and writes a draft reply in your own tone. You decide what it is allowed to send on its own.

Book a call See what you decide
  • Everything starts as a draft, a person approves it
  • Automatic replies only in the categories you say yes to
  • A data processing agreement before the system touches a single email
An ordinary Tuesday

The inbox is a job nobody was hired to do.

It is rarely one big mistake. It is a lot of small ones: the reply that came too late, the follow-up nobody sent, the receipt that got lost in a thread. On their own, none of them are a disaster. Together they cost hours, customers and oversight.

We help small and medium-sized businesses streamline and automate processes across the company, instead of doing everything by hand, because communication wastes time and people make mistakes.

Apilon AI
  1. 8:10 AM

    The same question again

    Opening hours, address, how to book. Somebody writes the answer from scratch. Again.

  2. 9:30 AM

    Everyone thought someone else had it

    A new inquiry lands in the shared inbox. Several people see it. Nobody replies, because everyone assumes somebody else will.

  3. 11:15 AM

    The quote nobody followed up on

    It went out last week. The customer has not replied and nobody has written again. It is not a no. It is just forgotten.

  4. 1:40 PM

    The invoice buried under a thread about something else

    It is attached in the middle of a conversation about a changed delivery date. It does not turn up again until the payment reminder arrives.

  5. 3:20 PM

    The complaint left waiting

    An unhappy customer wrote this morning. The email is still unread between a newsletter and an order confirmation.

  6. 9:45 PM

    The owner does one more pass

    From the couch, to be sure nothing slipped. That is not running a business. That is sorting mail.

What the system does

No more being the inbox sorting machine.

The system takes the first pass at every single email. What is it? How urgent is it? Who should have it? What is the reply? Anything that needs a person goes to a person. The rest is ready to go.

01

Reads and sorts every email

Every incoming email gets a category and an urgency level the moment it lands. The categories are yours, and we build them from the email you actually get.

Sorted todayCategory · urgency
  • New inquiryPrice on a service agreement?Reply today
  • Customer questionAre you open on Saturday?Can wait
  • BookingCan we move our appointment?Reply today
  • Invoices and receiptsInvoice for SeptemberTo bookkeeping
  • ComplaintStill have not heard backUrgent
  • SupplierDelivery moved to FridayCan wait
  • Newsletter/spamThis week's dealsArchived
02

Sends it to the right person

The email lands with whoever needs to handle it, and anything urgent gets flagged so it does not drown in everything else.

Routing
  • New inquiry→AAshley, sales
  • Complaint Urgent→LLuke, owner
  • Invoices and receipts→BBookkeeping
03

Writes draft replies in your tone

The drafts are built on your own information: services, opening hours, processes and replies you have sent before. A person reads, edits and sends.

ServicesProcessPast replies

Hi Chris. Thanks for reaching out. Yes, that is something we can help with. We always start with a short visit, so you get a price that matches the job. Just let us know when works for you.

Approve and sendEdit
04

Replies on its own where you said yes

Routine replies can go out automatically in the categories you have explicitly approved. Everything else waits as a draft until one of you has seen it.

Automatic replies
  • Opening hours and addressReplies on its own
  • New inquiriesDraft
  • ComplaintsAlways a person
05

Follows up on your quotes

If you have sent a quote and heard nothing, the system follows up on that exact quote. It stops the moment the customer replies or says no thanks.

Quote 1042Service agreement
  1. Quote sentSeptember 2
  2. Follow-up sentHave you had a chance to look at the quote? · September 9
  3. Customer repliesThe follow-up is stopped. Nothing else goes out.
06

Gets receipts ready for bookkeeping

Invoices and receipts are pulled out of the email and collected in one place, and you get a heads-up if something is missing. The system does not do the bookkeeping itself.

Ready for bookkeepingSeptember
  • Invoice 20417, supplierSaved
  • Receipt, fuelSaved
  • Invoice mentioned in an email, nothing attachedMissing
07

A short summary every day

At a time you choose, you get one short email: what came in, what got handled and what needs one of you. That is the whole inbox status meeting.

Today's summarySent 4:00 PM

Came in

26

  • Questions9
  • Bookings5
  • Receipts4

Handled

21

  • Auto-replies7
  • Approved10
  • Archived4

Needs one of you

5

  • Complaint for Luke
  • Missing receipt
  • Bigger job

The screens are examples. Names, numbers and dates are made up.

Control

You decide how much it is allowed to do.

Every category has its own level. Everything starts on draft. You turn it up when you trust the replies, and back down whenever you want. Try it here: click a step and see how the setup changes.

Category

Level 1Sorting only

Category, urgency and recipient. Nothing gets written.

Level 2Draft for approval

The reply is ready. A person reads, edits and sends.

Level 3Replies on its own

Service replies only, and only in categories you switched on.

01
Sorting only

Category, urgency and recipient. Nothing gets written.

02
Draft for approval

The reply is ready. A person reads, edits and sends.

03
Replies on its own

Service replies only, and only in categories you switched on.

Customer questionOpening hours, address, how to book.
Orders and bookingsNew times, changes and cancellations.
New inquiryNew customers asking about a job.
ComplaintUnhappy customers. Cannot be set to reply on its own.
Invoices and receiptsCollected and made ready for bookkeeping.
SupplierDeliveries, order confirmations and agreements.
Newsletters and spamMoved out of the way, so the rest is manageable.

With this setup: 1 category replies on its own, 3 draft a reply for approval, 3 are sorted only.

  • Automatic replies are service messages

    An automatic reply only answers what the customer wrote about. No marketing, no offers on other services and no newsletters.

  • Complaints always get a person

    An unhappy customer should get a reply from a person, not from a system. That is why complaints cannot be set to reply on their own. They can be sorted and get a draft.

  • Follow-up stays on the quote

    A follow-up is only about the quote the customer asked for, and it stops when the customer replies or says no thanks. No old leads, no campaigns.

Four steps. You do not have to learn a new program.

We build it into the inboxes you already use, and you set the pace. Your team keeps working in Gmail or Outlook the way they always have.

  1. 01

    We go through your inboxMeeting · your email

    Together we look at what email you get, who handles what and which questions keep coming back. From that we build the categories, the urgency levels and the rules for who gets what.

  2. 02

    We connect it and learn your repliesSetup · data processing agreement first

    The data processing agreement is in place before we connect anything. Then we connect the system to the inboxes you give access to and set it up with your services, opening hours, processes and examples of replies you have sent yourself, so the drafts sound like you.

  3. 03

    A test period where everything goes out as a draftTest · nothing is sent automatically

    The system sorts and writes, but sends nothing on its own. You see every draft before it goes out, and we adjust categories, routing and tone along the way. This is where you find out what it is good at.

  4. 04

    You switch on automatic replies, category by categoryLive · your decision

    When you trust a category, it can be allowed to reply on its own. You take one at a time, and you can switch it off again at any point. The rest stays on draft.

Before anything goes live

Data processing agreement first

We sign a data processing agreement with you before the system gets access to a single email.

Only the inboxes you give access to

You choose which shared and personal inboxes get connected. The system does not touch the rest.

Everything is logged

Every sort, every draft and every reply sent is logged, so you can always see what happened when.

What you are probably going to ask.

If your question is not here, bring it to the call. We would rather answer specifically about your inbox than in general.

Book a call
Which email systems does it work with?

Gmail and Microsoft 365 with Outlook. Both shared inboxes like info@ or contact@ and personal inboxes, if you want those included. If you use something else, bring it to the first call and we will tell you honestly whether we can connect to it.

Can it send anything we have not seen?

Only if you switched that on for a specific category yourself. Everything starts as a draft that a person has to approve. You switch automatic replies on category by category, and you can switch them off again immediately. Complaints can never be set to reply on their own.

What about personal data?

We sign a data processing agreement with you before anything goes live. The system only gets access to the inboxes you give access to, and everything it does is logged. If you get email with sensitive information, for example health information in a clinic, we agree up front how that is handled and what the system should stay away from.

What if it replies with the wrong thing?

That is why everything starts as a draft. During the test period you see every single reply before it is sent, and we correct the information and the tone. A category is only set to reply on its own once the replies have been right over time. If an email does not fit a category you have approved, it goes to a person instead of being answered.

Can it write so it sounds like us?

That is the whole point. The drafts are built on your own information and on replies you have already sent: your greetings, your way of explaining things and your words for your services. You correct it until it sounds right, and that becomes part of the setup.

Does it send marketing to our customers?

No. Automatic replies are service messages that only answer what the customer wrote about. No offers on other services and no newsletters. A follow-up on a quote is only about the quote the customer asked for, and it stops when the customer replies or says no thanks.

Does it do our bookkeeping?

No. It finds invoices and receipts in the email, collects them in one place and says something if a receipt is missing or only mentioned in the text. You or your bookkeeper still do the bookkeeping itself.

What does it cost?

It depends on how many inboxes need to be connected, how many categories you want and how much should be answered automatically. That is why we set the price after the first call, once we have seen your inbox. The call is no-obligation.

Email is a good place to start.

The inbox touches almost everyone in the company, and it is rarely one person's job alone. That is why it is often where we begin, and everything else can be connected from there.

AIOS

Want it all in one system?

The email system is a natural first module in AIOS. Once the inbox is running, quotes, invoicing, cases and reporting can go on the same core, one module at a time.

See AIOS

Speed-to-Lead

Some people do not write, they fill in a form. Then an AI assistant calls them back within seconds, while they still have the phone in their hand.

Learn more

Google Reviews

One neutral request after every finished job, and draft replies to the reviews you get. Same principle: you approve before anything goes out.

Learn more

Let us look at your inbox together.

On a short call we go through what email you get, who answers it today and where the time goes. Afterwards you get a concrete proposal for what the system should sort, write and answer at your company, and what it costs.

Book a call Call +1 888 420 9449

On the call

Your email types and who takes them01
What may be sorted, written and sent02
Access, data processing agreement and logging03
Price and getting started04