Your inbox on autopilot:
triaged, drafted, routed, never double-booked
A shared sales or support inbox fills up with the same handful of email types every day. A question the FAQ already answers, a hot lead that needs a fast reply, a routine request, and the occasional email that genuinely needs a person's judgment. We built an inbox agent exactly like this for a B2B outreach pipeline, routing hot leads to Telegram and answering objections from a fixed playbook.
Why the hot lead waits behind the routine ones
A shared sales or support inbox gets a steady mix of email types every day. Whoever checks it first has to read each one just to figure out what kind of reply it needs, before writing anything. A hot lead can sit unopened for a few hours while the team deals with routine questions first. That is a common, avoidable way to lose a sale that was ready to close.
Repetition is its own cost. The same objection, the same routine question, gets answered from scratch each time instead of from a consistent playbook. Two people answering the same question give subtly different answers, and neither one is necessarily the best version.
Unsubscribe and compliance handling done manually is both slow and risky. A missed opt-out that leads to another send is the kind of mistake that damages sender reputation and occasionally draws a complaint.
What the agent sorts before you open your inbox
The agent triages incoming email by type and urgency the moment it arrives. Routine questions, hot leads and genuine escalations get sorted before anyone has to read through the whole inbox in order. Hot leads get an alert routed to wherever your team actually watches. In one real build, for a B2B certification body’s outreach pipeline, that was a Telegram channel, not the inbox itself.
Routine replies and common objections are drafted from your actual sales playbook. That same real build ran on 13 scripts and 50 objections. Replies go out either auto-sent, for exactly the cases you approve, or queued for a quick review, your choice. Unsubscribe requests are honoured immediately across every future send, logged for your own compliance record.
Typical setup: Gmail or Outlook API, your sales or support playbook as the reply source, and a Telegram or Slack channel for hot-lead alerts.
Our rollout for an inbox agent follows the same discipline every time. We map your actual email types and volume with your team first, including the messy exceptions, not just the easy ones. We build and test against a sample of your real inbox, not a demo account. A dry run watches live email before the agent drafts or sends anything on its own. Then you get the logs, a kill switch and a short guide, so your team can run it without us. The 30-day tuning window after launch is real work, not a formality. Scripts, routing rules and what counts as a hot lead get adjusted against what the first weeks of real traffic actually show.
What a person still writes
Writing anything outside the approved playbook stays with a person, and so does closing a deal or resolving a genuine complaint. The agent triages and drafts within what it was given. It never improvises a reply to an objection the playbook has not covered. That goes to a person, with the full thread attached.
What never auto-sends
Any reply the agent sends to someone outside your team identifies itself as an AI assistant. Every triage decision and every sent or drafted reply is logged against the email it answered. Replies outside the approved playbook never auto-send. Unsubscribes apply instantly and permanently across future sends. A kill switch pauses automated sending in one message. The triage rules also run against a sample of real past email before going live.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Single automation | from $700 | One inbox, triage, draft replies, hot-lead routing | 4 to 9 days |
| Department package | from $2,500 | Full outreach pipeline: segmentation, multi-touch email, inbox agent, Telegram hand-off bot | 2 to 4 weeks |
Running cost is usually $20 to $100 a month in model usage depending on volume, with a budget cap set before launch.
Related
Pair this with inbox triage for sales teams and b2b outreach personalisation. See zendesk and intercom ticket agent for a related process.
The full package breakdown is on the AI agents service page and the automation-everything overview. For a real build behind this pattern, see the b2b certification ai sales agent case study.
Ready to see what this looks like for your stack? Get in touch and we will map the integration in the first call.
Tired of doing this by hand? We can take the whole routine off your team, not only this step: Routine takeover, from $400 →
FAQ
How much does an inbox agent cost?
From $700 for triage, draft replies and hot-lead routing on one inbox, live in 4 to 9 days. A full outreach pipeline with email segmentation and a Telegram follow-up bot sits in our sales automation range. That is the kind we built for a B2B certification body.
Does it send emails on its own?
Only replies that match your approved playbook can be auto-sent, if you choose that mode. Anything outside it, including any objection the playbook does not cover, is drafted for a person to review and send, not sent automatically.
How does it find the hot leads in a busy inbox?
It matches criteria your sales team sets: buying language, a specific product mentioned, urgency cues. The alert routes to wherever your team actually watches for leads. In one real build, that was a Telegram channel rather than the inbox itself.
What happens with unsubscribe requests?
Honoured immediately and applied to every future send from that address, logged for compliance, not just noted and forgotten until the next campaign goes out.
Does it work with both Gmail and Outlook?
Yes, through each platform's own API, and for a mixed team running both, the triage and routing logic stays consistent across the two.