AI Email Screening and Messaging

Turn your overflowing inbox into a smart, prioritized workspace. Our AI solution helps small businesses track leads, support requests, and important messages—all in real time.

Why the Service?

Email remains the primary mode of communication for most businesses, but manual email management is overwhelming and inefficient. SMEs often struggle to respond quickly, classify incoming queries, or maintain personalized communication at scale. AI-powered apps help businesses respond smarter and faster—boosting productivity without adding headcount.

What Problem Is Solved?

Overflowing inboxes with no prioritization

Missed sales opportunities or delayed support

Manual triaging of job applications or vendor inquiries

Limited capacity for personalized outreach and follow-ups

Poor visibility into email metrics and team performance

Who Is It For?

Small and medium businesses with limited internal tech teams

Sales, support, and operations teams managing shared inboxes

HR teams screening inbound job inquiries

Legal and admin teams routing form-based communication

Founders and team leads seeking automation without complexity

Key Benefits

Faster Response Time
Prioritize and auto-respond to urgent messages instantly.

Improved Lead Conversion
Auto-qualify and route high-potential leads to the right team.

Smarter Internal Workflows
Flag, route, or schedule follow-ups without human effort.

Cost Savings
Reduce hiring needs by automating repetitive email tasks.

Enhanced Customer Experience
Respond 24/7 with smart, helpful, personalized messages.

Use Cases

B2B Services
Auto-respond to RFPs, route qualified leads to CRM, schedule consultations.

Retail/E-commerce
Filter refund/return requests, escalate complaints, auto-tag orders.

Legal Services
Flag deadline-related emails, archive client communication securely.

Recruitment Teams
Parse resumes from job boards, match to roles, send responses.

Healthcare Providers
Triage patient queries to admin, emergency, or doctor queue.

How It Works

Incoming emails are captured from inboxes or integrated contact forms.

AI analyzes each email’s content, extracting intent, urgency, sentiment, and key data.

Messages are auto-tagged and classified (sales, support, spam, HR, etc.).

Workflow rules trigger replies, routing, reminders, or escalations.

Dashboards provide daily reports, performance insights, and message summaries.

Features

Inbound Email Intelligence

NLP-based detection of intent (sales/support/HR/spam)

Email summarization, urgency scoring, and sentiment tagging

Smart Routing & Workflow

Custom rules by department, urgency, or keyword

Auto-assign messages to individuals or ticket systems

Smart Reply Engine

AI-drafted responses from templates

Personalized fields (e.g., name, topic) auto-filled

Follow-Up Sequencing

Schedule smart outbound follow-ups based on engagement

Supports A/B testing of subject lines

Calendar & Meeting Integration

Scan emails for meeting requests, check availability, send invites

Analytics & Reporting

Email open rates, click-throughs, reply time

Team productivity dashboard

Security & Compliance

Role-based permissions

GDPR & HIPAA-ready deployment options

Frequently Asked Questions

Is this app suitable if we don’t use a CRM?

Yes, the app works standalone or can integrate with CRMs like HubSpot or Zoho.

Can I train it for industry-specific keywords?

Yes. The AI models can be fine-tuned with keywords, tags, and workflows tailored to your business.

Does it support multilingual emails?

Yes. It can be configured to detect and respond to emails in multiple languages.

Can it distinguish between job inquiries and leads?

Absolutely. Emails can be classified into HR, sales, admin, and more using intent detection.

Is it better to build in-house or use off-the-shelf?

A custom app gives you full control, better security, and deeper integration with your tools—without per-seat licensing fees.

What if we don’t want cloud hosting?

We offer on-premise and encrypted deployment options for sensitive industries.

Getting Started

Whether you're drowning in emails or simply want to unlock the power of automation for your business inbox, Bespoke Apps can help. We develop, host, and maintain custom AI-powered email screening solutions that adapt to your exact needs. Ready to take control of your inbox?

Contact Us

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