Inbox Bot
Your AI email agent that reads, replies, and routes — so you don't have to.
How InboxBot Works
Five steps happen automatically every time an email arrives.
Email arrives — agent wakes up
InboxBot connects directly to your Gmail or Outlook inbox via a secure connection. The moment a new email lands, the workflow triggers instantly — in real time, not on a schedule. The full message — subject, sender, body, and any quoted history — is captured and passed into the pipeline.
Gmail · Outlook · Microsoft 365InboxBot reads and classifies
InboxBot reads the full email and identifies the category — pricing inquiry, booking request, complaint, invoice, general question — and extracts key facts: the sender's name, what they need, any deadlines or urgency signals. Everything comes back as structured data the workflow can act on.
Custom categories · Smart classification · Real-time processingA reply is drafted in your voice
InboxBot writes a full reply — personalized to the sender, relevant to their question, in your business's tone and voice. The draft pulls from a knowledge base we build for you: your products, pricing, policies, FAQs, and any standard language you use. It reads like you wrote it, not like a bot wrote it.
Personalized drafts · Your tone · Your knowledge baseSmart routing — auto-send, review, or escalate
Based on the category and urgency score, InboxBot makes a routing decision. Routine inquiries matching known patterns get sent automatically — the customer gets a fast, accurate reply without you touching anything. Unusual requests or high-value leads go to a review queue where you approve with one click. True emergencies — a legal threat, a major complaint, a large order — trigger an immediate Slack or SMS alert to you regardless of the hour.
Auto-send · Human review queue · Escalation alertsEverything is logged automatically
Every email processed — category, urgency score, draft sent, routing decision, timestamp — gets written to a Google Sheet or Airtable database. You have a complete audit trail. Over time this data tells you which email types are most common, where InboxBot excels, and where to add more detail to the knowledge base.
Google Sheets · Airtable · Full audit trailInbox In. Reply Out.
See how InboxBot handles real emails across three different business types.
We'd love to help bring your vision to life. For your package — 8 centerpieces, a bridal bouquet, and 4 bridesmaid bouquets — our Wedding Bloom package would be a great starting point. We specialize in soft, romantic arrangements using seasonal blooms that photograph beautifully.
We absolutely do consultations! They're complimentary and last about 45 minutes. I'll have Sarah, our lead designer, reach out within 24 hours to find a time that works for you.
Looking forward to being part of your day!
Warm regards,
The Bloom & Co Team
A standard roof inspection is $149 and takes about an hour. Given the storm damage you mentioned, we'd want to check the shingle condition, flashing, gutters, and any potential entry points before the weather turns. Smart move to get on top of this before winter.
We have availability this Thursday afternoon and Friday morning. I'll have our scheduling team reach out within the hour to lock in a time that works for you.
Talk soon,
The RoofRight Team
Great news: two of our stylists, Mia and Danielle, specialize in balayage and both have availability on Saturdays. Balayage with a trim typically runs $165–$195 depending on length and complexity, and the appointment is about 2.5 hours so there's no rushing.
We'd love to set you up with a complimentary 15-minute consultation first so you can meet your stylist, look at some inspo photos, and feel confident before the appointment. Want us to reach out to schedule that?
Can't wait to meet you!
The Velour Studio Team
Threat level: Chargeback + public review threat
Order: #4821 — placed 2 weeks ago, undelivered
Recommended action: Respond personally within 1 hour. Offer full refund or expedited replacement. Do not auto-send.
Draft reply is staged in your review queue for your edit and approval.
Built For Small Business Owners
Any business where the inbox never stops — and most of it is the same questions over and over.
Bloom & Co Florals
A florist gets 30–50 emails a week asking about availability, pricing, packages, and consultations. InboxBot handles all of them in under 90 seconds — and flags the big wedding bookings for personal follow-up.
- Pricing and package questions
- Availability for specific dates
- Consultation booking requests
- Style and arrangement questions
RoofRight Co.
A roofing contractor gets service area questions, inspection requests, and quote follow-ups constantly. InboxBot confirms service areas, explains pricing, and books estimates — so the owner is only called when a job is ready to close.
- Service area inquiries
- Inspection and quote requests
- Scheduling and availability
- Storm damage urgent calls
Velour Studio
A salon receives new client inquiries, booking requests, price questions, and product questions daily. InboxBot handles first contact, explains services, and routes booking requests to the right stylist automatically.
- New client inquiries and pricing
- Appointment booking requests
- Stylist specialty questions
- Product and aftercare questions
Mesa Kitchen & Catering
Catering businesses handle private event inquiries, menu questions, deposit confirmations, and vendor communications constantly. InboxBot qualifies catering leads, shares menu packages, and escalates confirmed events to the owner.
- Private event inquiries
- Menu and dietary questions
- Deposit and contract follow-ups
- Vendor and supplier emails
Pawside Grooming
Pet groomers and boarding services field breed-specific questions, availability requests, pricing inquiries, and new pet intake forms daily. InboxBot handles new client onboarding entirely and alerts the owner only when a dog requires special handling.
- New client and pet intake
- Breed-specific pricing questions
- Appointment availability
- Boarding and daycare inquiries
Apex Fitness Studio
A gym or personal training studio handles class schedule questions, membership inquiries, trainer availability, and cancellation requests around the clock. InboxBot manages all routine member communications and sends the owner a daily digest of anything that needs a personal touch.
- Class schedule and availability
- Membership and pricing questions
- Cancellation and rescheduling
- Trial class requests
Everything Configured For You
Done-for-you setup. We build it, connect it, and maintain it.
Gmail or Outlook
Works with whichever email platform your business already uses. Secure connection — we never store your password.
Custom knowledge base
We build a knowledge base from your products, pricing, policies, and FAQs so every reply sounds like you wrote it.
Real-time processing
Emails are processed the moment they arrive — not on a schedule. Customers get responses in under 90 seconds.
Smart routing
Auto-send for routine emails. Review queue for leads. Immediate SMS or Slack alert for urgent escalations.
Full audit log
Every email, every reply, every routing decision is logged to Google Sheets or Airtable automatically.
Monthly tuning
Your retainer covers monthly check-ins where we review the log, improve the prompts, and expand the knowledge base.
Request Your InboxBot
Tell us about your inbox. We'll reach out within 24 hours to get you set up.
Signal received.
We'll review your inbox setup and reach out within 24 hours to begin your configuration.