Email & Inbox Management
Your inbox isn't a workflow - it's a bottleneck.
We build systems that sort, respond, route, and act on your email automatically so your team stops treating their inbox like a to-do list.
Email is doing the job of five other tools and nobody's automated any of it.
Email runs your business whether you like it or not. Orders come in through email. Client requests land in email. Vendor invoices arrive by email. Internal approvals happen over email. And somewhere in the middle of all that, actual important messages are buried under newsletters, notifications, CC chains, and reply-all threads nobody asked for.
Your team spends a staggering amount of time just managing email. Reading it, sorting it, forwarding it to the right person, copying info out of it and pasting it into another system, drafting responses to the same types of questions over and over again. It's not productive work - it's email janitorial duty. And the more your business grows, the worse it gets.
The problem isn't that you get too much email. The problem is that nobody's automated any of it.
What we build
Everything your inbox should be doing without your team lifting a finger.
Intelligent Inbox Sorting & Triage
Incoming email gets automatically categorized and prioritized the moment it arrives. Support requests go to support. Sales inquiries go to sales. Invoices go to accounting. Spam and noise get filtered before anyone wastes a second on them. Your team opens their inbox to a clean, pre-sorted queue instead of a wall of unread messages.
Auto-Responses & Smart Replies
Common questions - pricing, availability, status updates, directions, hours - get handled automatically with accurate, context-aware responses. Not canned templates that sound robotic, but AI-generated replies that pull from your actual business data and sound like a real person wrote them. Your team only steps in when it's actually needed.
Email-to-Action Workflows
When a specific type of email arrives, things happen automatically. A new order confirmation creates a task in your project management tool. A signed contract triggers an onboarding sequence. A support request opens a ticket and notifies the right person. Email becomes a trigger, not a task.
Attachment Extraction & Filing
Invoices, contracts, receipts, and documents that arrive as attachments get automatically extracted, renamed, and filed in the right folder or system. No more downloading a PDF, renaming it, and uploading it to Google Drive manually.
Follow-Up Tracking & Reminders
Sent an important email three days ago and haven't heard back? The system knows. It can either send an automatic follow-up or nudge the right person on your team to do it. Nothing gets lost in the "I thought they replied" void.
Shared Inbox & Team Routing
For teams managing a shared inbox (sales@, support@, info@), incoming messages get assigned to specific team members based on rules - topic, sender, keyword, round-robin, workload, whatever makes sense. No more five people reading the same email and nobody responding to it.
How it works
From inbox chaos to automated email operations.
Email Flow Audit
We audit your email flow. Which inboxes does your team manage? What types of emails come in most frequently? Where is time being wasted? What currently gets missed or delayed? We map out exactly where email is creating friction.
Workflow Design
We design the automated workflow - sorting rules, auto-response triggers, routing logic, and integrations with your other tools. Everything is mapped before we build anything so you see exactly what's changing.
Build & Connect
We build and connect everything to your existing email provider and business tools. Gmail, Outlook, shared inboxes, help desks, CRMs, project management platforms - whatever your team is already using.
Parallel Testing
We run it alongside your current process for a testing period. Your team sees the automations working in real time and flags anything that needs adjustment before we go fully live.
Ongoing Refinement
New email patterns emerge, clients change, your business evolves. We keep the system tuned so it stays accurate and useful as things shift - sorting stays sharp, responses stay relevant, routing stays correct.
Technology stack
We build on whatever email platform you're already using.
No platform migration required. We layer intelligence and automation on top of your existing email setup and connect it to the rest of your tools.
Email Platforms
Gmail, Google Workspace, Outlook, Microsoft 365, custom IMAP
AI & Language Models
LLMs fine-tuned to your business context and communication style
Automation Platforms
Make, n8n, Zapier, custom API connections
Help Desks & Ticketing
Zendesk, Freshdesk, Intercom, HelpScout
CRMs & Project Tools
HubSpot, Salesforce, Asana, Monday, ClickUp, Notion
Storage & Communication
Google Drive, Dropbox, SharePoint, Slack, Teams
Custom: When off-the-shelf integrations don't cover your email workflow, we build custom API connections and processing logic tailored to exactly how your team works.
Industry applications
Email automation that fits your industry.
Professional Services & Agencies
Route client emails to the right account manager automatically. Extract action items from client requests and create tasks in your PM tool without anyone copying and pasting. Auto-draft responses for common requests like scheduling, status updates, and deliverable approvals.
E-Commerce & Retail
Automatically sort and respond to order inquiries, return requests, and shipping questions. Pull tracking info from your fulfillment system and include it in replies without a human looking it up. Escalate complaints to a manager before they become chargebacks.
Property Management & Real Estate
Handle tenant maintenance requests, showing inquiries, and lease questions automatically. Route maintenance emails to the right vendor, create work orders, and keep tenants updated without your team being the middleman for every message.
Who this is for
This is a good fit if...
- Your team spends more than an hour a day just sorting, forwarding, and responding to repetitive emails
- Important messages get buried and responses are delayed because inboxes are overloaded
- You're manually copying information from emails into other systems like your CRM, PM tool, or spreadsheets
This probably isn't the right service if your email volume is low and manageable, or if the majority of your emails genuinely require unique, high-touch human responses. We're built for businesses where a significant chunk of incoming email is repetitive, routable, or actionable by a system.
What clients typically see
The numbers after the first 90 days.
60%+
of incoming email handled automatically - sorted, responded to, or routed without anyone touching it.
5–10 hrs/week
recovered per team member who was previously spending their mornings triaging and responding to routine email.
Minutes
average response time for routine inquiries - down from hours or days when it depended on someone getting to it.
Zero
emails lost to the "I thought someone replied" black hole. Every message is tracked, routed, and accounted for.
These are representative ranges based on typical engagements, not guarantees. Every business is different - we'll give you honest projections during discovery.
FAQ
Common questions about email & inbox management.
Will auto-responses sound like a robot wrote them?
No. We train the AI on your actual past email responses, your tone, your terminology, and your business details. The goal is that recipients can't tell the difference. And for anything sensitive or complex, the system flags it for a human instead of guessing.
Can this work with our existing email provider?
Yes. We build on Gmail, Outlook, and Microsoft 365 without requiring you to switch platforms. Everything runs on top of what you already have.
What about emails that need a human response?
The system is designed to handle the routine stuff and escalate everything else. Emails that are complex, emotional, high-value, or outside the AI's confidence threshold get routed to the right person on your team with full context. The point is to reduce volume, not replace judgment.
How do you handle confidential or sensitive emails?
We set up rules so that sensitive categories - legal, HR, financial, executive communications - are excluded from automation entirely, or handled with stricter routing rules and no auto-responses. You define the boundaries and we build around them.
Can it handle multiple languages?
Yes, modern LLMs handle multilingual email well. If you regularly receive email in other languages, we can set up detection and routing so messages go to the right person or get auto-translated before response.
What if we already use a help desk like Zendesk or Freshdesk?
Great - we integrate with those too. The email automations can feed directly into your existing ticketing system, or we can build the sorting and routing layer upstream so your help desk only receives pre-categorized, properly assigned tickets instead of a raw firehose.
How long does setup take?
A single-inbox setup with sorting, routing, and basic auto-responses is typically live in two to three weeks. Multi-inbox setups with complex routing, AI-powered responses, and deep integrations usually take four to six weeks.
Your team didn't get hired to sort email all day.
Let's look at your inbox situation and figure out what should be happening automatically. We'll audit your email flow, identify the biggest time drains, and show you exactly what we can take off your team's plate. No pitch deck. No pressure.
Or reach out directly at hello@highground.ai