Smart Inbox Automation
Intelligent email triage system processing 2,000+ weekly inquiries. Using LLMs to categorize emails, draft responses, and sync valid leads to CRM, eliminating 20+ hours of manual admin work per week.
The Challenge
A fast-growing digital marketing agency was missing critical leads due to an overflowing inbox. With 300+ incoming emails daily ranging from spam to high-value RFPs, the account management team was overwhelmed. Key pain points included:
- Lead Leakage: Valid sales inquiries were buried under hundreds of vendor pitches and newsletters.
- Slow Response: Average reply time was 24-48 hours, causing potential clients to go to competitors.
- Context Switching: Senior staff wasting expensive hours manually entering data into HubSpot.
Client Profile
- Industry
- Digital Marketing Agency
- Team Size
- 15 Employees
- Email Volume
- 2,000+ emails/week
- Project Duration
- 4 weeks
- Integrations
- Gmail, HubSpot, Slack
Our Solution
AI Classification
Deployed GPT-4 to analyze incoming email intent, sentiment, and urgency, automatically tagging threads as Lead, Support, Admin, or Spam with 98% accuracy.
Workflow Automation
Built n8n workflows to route high-value leads directly to HubSpot, notifying the sales team in Slack while archiving low-priority newsletters.
Smart Drafting
System generates context-aware draft replies based on company knowledge base, requiring only a one-click approval from staff before sending.
Technical Architecture
Automation Flows
Email Ingestion
Gmail API triggers via webhook on new message arrival
Orchestration Engine
n8n self-hosted instance managing logic branches and error handling
CRM Sync
Automatic contact creation and deal pipeline entry in HubSpot
Data Security
PII redaction before sending to LLM, zero data retention on processing nodes
RAG Pipeline
Vector database lookup to provide context from past projects and pricing sheets
Key Technologies
Results & Impact
Operational Wins
Business Growth
"We used to hire virtual assistants just to manage our inbox. This system does it better, faster, and 24/7. It's like having a super-employee who never sleeps and knows exactly how to handle every email type."- Operations Partner, Digital Agency
Inbox out of control?
Let's build a custom automation workflow to reclaim your time and ensure you never miss an opportunity again.
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