Accountants
Records chased, client queries triaged, deadline reminders sent and report commentary drafted.
Works with Gmail · Outlook · Microsoft 365
AI email management: an inbox that only shows what needs you.
We set up AI email management for UK small businesses: routine email is sorted, labelled and given a draft reply in your tone inside Gmail or Outlook, so you only open what genuinely needs you.
Today
of 4 done
- Overnight email sorted
- Draft replies ready to approve
- Invoice filed to accounts
- Inbox down to what needs you
Before and after
From a full inbox to a short list of decisions.
Before17:00 · Not done
- Every message is opened, read and filed by hand.
- Routine questions get the same reply typed again and again.
- Important emails get buried under newsletters and notifications.
- Shared inboxes have no clear owner for each message.
After17:00 · Done
- Incoming email is sorted and labelled as it arrives.
- Routine questions get a draft reply in your tone, waiting for approval.
- Invoices, receipts and documents are filed where they belong.
- Each message in a shared inbox goes to the right person.
What stays with you. Nothing is sent without your say so unless you choose otherwise. You approve, edit or ignore each draft.
How it works
How the workflow runs.
We build it inside the tools you already use, test it on real work, then switch it on.
-
Every email is sorted.
Messages are read, labelled by type and priority, and routed, so the important ones sit at the top.
-
Routine replies are drafted.
Common questions get a draft reply in your tone, using your own answers and documents, waiting in your drafts folder.
-
You approve, edit or ignore.
You work through a short list of drafts and real decisions instead of a full inbox.
Works with
- Gmail
- Outlook
- Microsoft 365
- Google Workspace
- Shared inboxes
- Google Drive
- SharePoint
- Xero
Using something else? If a tool can send email or connect to other apps, we can usually work with it. We confirm on your audit call.
By industry
Where it pays off.
Email management works for most small businesses. Here is how it fits these industries.
Estate agents
Portal enquiries answered in minutes, viewings booked, vendor updates sent and paperwork chased.
Agencies
Client reports drafted, timesheets and approvals chased, onboarding run and proposals drafted.
Hours calculator
How many hours go on email?
Count everyone who works through the inbox. The starting figures are only an example.
People who do admin in a normal week
Each week: chasing, copying, sorting, replying
Wages plus employer costs, in pounds
Assumes a workflow takes on 40% of that admin, over 46 working weeks a year. Your audit gives you the real figure.
Hours back per week
9.6hrs
About 1.3 working days, every week
Hours back per year
442hrs
Value per year
£8,840
Not ready for a call? Send us your numbers on WhatsApp.
Send my numbers on WhatsAppYour figures are filled in for you. Nothing is sent until you press send.
Is this an AI email assistant?
It does the same job without a separate app. The sorting, labelling and draft replies happen inside Gmail or Outlook, so your team keeps working the way it already does.
Will it send emails without me checking?
Not unless you want it to. By default every reply is a draft for you to approve. Some teams later let simple confirmations send on their own, but that is your call.
Is my email data safe?
The workflow only gets access to the mailboxes it needs, runs under UK GDPR with a data processing agreement, and uses AI providers on business terms that keep your data out of model training. Your data is processed in the UK or EU.
Does it work with shared inboxes?
Yes. Shared inboxes like info@ or accounts@ are where it helps most: each message is sorted and assigned, so nothing sits unanswered because everyone assumed someone else had it.
How much does it cost?
The audit is free, and so is the 90 day pilot. Before we build, we agree an hours target and the monthly price in writing. If the workflow hits the target by day 90, it stays on at that price. If it doesn’t, you owe nothing.
17:00 · Done
Your evenings start at five.
Book a free 30 minute workflow audit. You leave with your top three workflows and the hours each would give back, in writing.
Book a free audit