DOCUMENT MANAGER AND INBOX MODULE
Automated email and document processing.
Summarized by morning: it sorts incoming emails into categories, saves attachments to the right folder, records new contacts in the CRM, and sends a daily summary. Anything that needs a human decision gets escalated.
Who it’s for
For companies whose shared inbox receives dozens of mixed emails a day: inquiries, orders, invoices, complaints, supplier confirmations. Typically the managing director or an administrator sorts them by hand, and the attachments stay in the mailbox. If this takes up a day of your week, this process belongs among the first.
What problem it solves
The important email gets lost among the newsletters. The invoice doesn’t reach the accountant on time. The new prospect isn’t in the CRM, so nobody follows up. Unanswered matters stay invisible. The point isn’t that the agent reads faster for you, it’s that it keeps order: every email gets a category, a place and an owner before you even look at it.
What exactly the agent does
- 01ClassificationIt sorts every incoming email into: Inquiries, Orders, Invoices, Issues, Other. We adapt the categories to how you work.
- 02Attachment filingIt saves attachments to the right folder in the document library (for example Legal, Finance, HR, Sales), with consistent file names.
- 03Contact captureIt records a new sender as a customer or prospect in the CRM, together with the content of the email.
- 04Reply draftingFor routine questions it writes a draft reply in your tone and with your signature. The draft waits for you or, depending on your settings, goes out.
- 05EscalationAnything that needs a human decision (a complaint, an unusual request, a time-sensitive matter) is flagged, summarized and put on your desk by morning.
- 06Daily summaryAt the end of the day, it emails a summary of how many messages and attachments arrived, how many new contacts were added, and what needs a decision.
From input to output
| Input | What the agent does with it | Output |
|---|---|---|
| Incoming email to the shared inbox | categorizes, identifies the sender, estimates urgency | labeled email, owner and deadline |
| Attachment (PDF, image, spreadsheet) | recognizes its type, names it, saves it to the right folder | organized document in the document library, easy to find later |
| Unknown sender | checks whether they’re already in the CRM, and adds them if not | new contact or prospect in the CRM |
| Voice message (WhatsApp) | transcribes it, interprets the instruction | calendar entry or task, with confirmation |
| The day's activity | summarizes it | daily report by email, with a list of items awaiting your decision |
The agent sorts, organizes and prepares. It only sends outgoing replies on its own where you have explicitly allowed it (for example simple confirmations). It doesn’t reply to complaints, emails with legal content or financial decisions; it escalates them instead. You fix classification errors with one click, and the system learns from them.
Which systems it connects to
Our reference deployments use Gmail as the incoming channel, Odoo as the CRM and document library, while voice messages arrive via WhatsApp. The folder structure can also be your existing cloud storage. For other email or document systems, we build a custom integration, quoted individually.
How the deployment works
- 01First callWe look at what takes up most of your time, and decide whether this process is a good first step.
- 02MappingWe collect the templates, price lists, rules and exceptions: this is what the digital twin for this process is built from.
- 03Build and testAt first the agent only makes suggestions, and you check them. We keep tuning it until the suggestions are consistently right.
- 04Go-live with an approval gateThe decision points stay with you. The twin logs what it did, so every step can be traced.
What affects the price
Three things drive the price: the number of modules you switch on, the complexity of the process (how many exceptions and decision points it has), and the integrations needed. The monthly fee starts from 200 000 Ft for micro and small businesses and from 300 000 Ft for medium-sized businesses, net of VAT (see pricing). Custom processes and integrations are quoted individually. After the first call you get a quote tailored to your own processes, with no commitment.
What real proof is available
For the deployments below, the clients have provided confirmations signed on behalf of their companies. We don’t publish the company names here for business reasons, but we can show you the confirmations on request.
- Hospitality and winemaking, Northern HungaryUnified intake of guest inquiries from multiple channels, preparation of correspondence with human approval, categorization of documents and uploading them to Odoo. The deployment is still ongoing.
- Solar installation contractor, Eastern HungaryAutomatic recognition of incoming documents and organized filing into folders (intelligent document management), with on-site deployment and training. Early, active phase.
In the demo, we use one day of traffic from your own mailbox to show what the agent would do with it.
CUSTOMER QUESTIONS
What people usually ask about this process.
Does the agent read confidential emails too?
The agent works in your system, with the access granted to your mailbox, and only looks at the folder or label you specify. The purpose of classification is order, not passing content on. The details of data handling are set out in the privacy notice and the contract.
What if it puts an email in the wrong category?
You move it to the right place, and that counts as feedback for the system. In the first weeks of the deployment we deliberately review the classification together more often, until the error rate drops below the agreed level.
Does it send replies on its own?
Only where you allow it, for example for simple confirmations. By default, replies wait for you as drafts, written in your tone.
Which mailbox does it work with?
Our reference deployments use Gmail. Other email systems can be integrated; we agree on this during mapping.
How long does the deployment take?
Once the categories and the folder structure are agreed, the agent starts in test mode, where it only makes suggestions. Go-live comes when the classification is reliably good. We give you the exact timeline after mapping.
Let’s see it on your own process.
We’ll show you what the twin would take over for you, and how much time it would give back. No commitment.