Inbound Email Automation.Every Inbox, Zero Manual Triage.
Sales enquiries, support requests, invoices, vendor notices, order confirmations. Whatever lands in the inbox gets read, classified, checked against your records, and routed to the right place. We build the pipeline on infrastructure you own, and your team stops sorting mail to find the work.
It Is Not Just Sales Email
Reading a message, working out what it is, pulling the details out, and deciding where it goes is the same job whichever inbox it lands in. What changes is the rules and the destination, not the machinery.
Sales and lead email automation
Inbound enquiries parsed, deduplicated against your CRM, enriched with company data, then scored so the team opens the ones worth answering first.
Support email automation
Requests classified by issue type and urgency, matched to the customer record, and routed to the right queue. Anything urgent escalates instead of waiting for triage.
Invoice and accounts payable email
Invoices pulled straight out of the inbox, line items read, coded, matched to the purchase order, and posted. Exceptions are the only thing a person sees.
Vendor and supplier email
Quotes, price changes, and delivery notices captured as structured records, checked against what you agreed, and flagged when a number moves.
Order and shipping email processing
Order confirmations, tracking updates, and delivery exceptions read as they land and written into your system, so nobody rekeys a confirmation number.
Recruiting and application email
Applications and resumes parsed, candidate details extracted, duplicates against prior applicants removed, and the shortlist ranked on the criteria you set.
Two of these are running in production today and have their own write-up. The rest are the same components pointed at a different mailbox. If your inbox is not on this list, the question is only whether the pattern repeats often enough to be worth automating.
Every problem. Directly solved.
What changes when the inbox stops being a queue your team works through by hand.
The system runs on infrastructure the client owns. All credentials, API keys, and data stay in their environment. No third-party automation platform in the middle. If we part ways, nothing stops working.
What the Pipeline Does
Eight components covering the full path from inbox capture to the system of record. Each runs independently and logs every action, so the same build serves whichever inbox you point it at.
Inbox Monitor
Automated polling of the mailbox through the Gmail or Microsoft 365 API. New mail is captured and queued without anyone sorting a folder.
Parser and Classifier
Extracts sender, domain, subject, body, and attachments, then classifies each message by type and intent so only the relevant ones move down the pipeline.
Data Extraction
Pulls the fields that matter out of the body and any attachment: amounts, dates, order numbers, contact details, reference codes. PDFs and scans included.
Deduplication Engine
Cross-references every message against your existing records. Repeat senders, known vendors, and anything already handled are filtered before further work runs.
Enrichment Connectors
Appends whatever context the decision needs from the sources you already pay for, whether that is a CRM, an ERP, a vendor database, or a third-party data API.
Scoring and Prioritisation
Each message scored on rules you set, so the high-value and the time-critical surface first rather than sitting behind whatever arrived most recently.
Routing and Escalation
Cleared items post straight into the system of record. Anything ambiguous or over a threshold routes to a named person instead of being guessed at.
Digest and Audit Log
A ranked digest delivered on your schedule through Slack or email, and a searchable log of every message, decision, and action the system took.
How It Works Under the Hood
The system runs on the client's own server. All credentials and API keys are stored in their environment. It operates without CalTech Web involvement.
Inbound Email Pipeline
Python services running on a cloud server you own. Mailbox OAuth tokens, API keys, and database credentials all live in your environment.
The mailbox is checked on a short interval, commonly every 15 minutes. Urgent classifications can trigger immediately rather than waiting for the next digest.
Whatever the decision needs and you already have: CRM, ERP, accounting system, vendor tables, or a third-party data API. Plus an internal database for dedupe history.
Every message, extraction, and record stays in your environment. Nothing routes through a third-party automation platform that can change terms or shut down.
Two of These Are Already Running
Different inboxes, different industries, the same pipeline underneath.
Inbound Link Pitch Triage
Inbound link pitches parsed, deduplicated against contact history, enriched with domain metrics, and delivered as a ranked digest each morning.
Read the case studyAP Invoice Automation
Invoices read out of the inbox, line items extracted by OCR, GL coded, matched to the purchase order, and posted to the ERP. Exceptions only to a person.
Read the case study6 Weeks from Kickoff to Full Go-Live
Audit how the inbox is handled today. Document the rules people apply in their heads. Provision the server and configure mailbox API access.
Build the parser, classifier, extraction, and deduplication logic. Connect to your existing records. Run the first batch against a historical backlog.
Integrate the data sources the decision needs. Build the scoring and routing rules with your input. Validate output against how your team actually decides.
Build the digest and escalation paths. Run the system alongside the manual process for a full week so the two can be compared before anything is switched off.
Full deployment. The team moves off manual triage. Written SOPs delivered for managing thresholds, rules, and exceptions.
Threshold tuning as volume and patterns shift. Additional inboxes or data sources. Deeper system integration as next-phase scope.
What a Build Costs
One-time build fee to deploy the full pipeline, followed by an optional retainer for tuning, new data sources, and expansion. The figures below are what the email intelligence build actually cost.
On that build, 500 emails a day at 10 minutes each was 83 hours of manual work eliminated every single day. At a conservative $25/hr, that is over $2,000 in labor recovered daily. Your numbers depend on volume and handling time, and we work them out on the call.
Is This Right for Your Team?
This is a strong fit for any team that receives high volumes of inbound email on a repeating pattern and spends real time sorting signal from noise before the actual work starts. Sales, support, accounting, purchasing, or operations.
- 100+ inbound emails per week on a repeating pattern
- A manual lookup or rekeying step eating productive time
- The same senders or documents handled more than once
- Decisions made on data that lives in another system
- An existing CRM, ERP, or record set to check against
Which Inbox Is Costing You the Most?
Every build starts with a 30-minute scoping call. Tell us what lands in the inbox and what your team does with it, and we will tell you honestly whether it is worth automating.