Your inbox on autopilot:
triaged, drafted, routed, never double-booked
A shared sales or support inbox fills up with the same handful of email types every day: a question the FAQ already answers, a hot lead that needs a fast reply, a routine request, and the occasional email that genuinely needs a person's judgment. We built an inbox agent exactly like this for a B2B outreach pipeline, routing hot leads to Telegram and answering objections from a fixed playbook.
The process today
A shared sales or support inbox gets a steady mix of email types every day, and whoever checks it first has to read each one just to figure out what kind of reply it needs before writing anything. A hot lead sitting unopened for a few hours while the team deals with routine questions first is a common and avoidable way to lose a sale that was ready to close.
The second cost is repetition: the same objection, the same routine question, gets answered from scratch each time instead of from a consistent playbook, so two people answering the same question give subtly different answers, and neither one is necessarily the best version.
The third is unsubscribe and compliance handling done manually, which is both slow and risky, since a missed opt-out that leads to another send is the kind of mistake that damages sender reputation and occasionally draws a complaint.
What the agent does
The agent triages incoming email by type and urgency the moment it arrives, so routine questions, hot leads and genuine escalations are sorted before anyone has to read through the whole inbox in order. Hot leads get an alert routed to wherever your team actually watches, a Telegram channel in one real build we did for a B2B certification body’s outreach pipeline, not buried in the inbox waiting to be noticed.
Routine replies and common objections are drafted from your actual sales playbook, with 13 scripts and 50 objections in that same real build, either auto-sent for exactly the cases you approve or queued for a quick review, your choice. Unsubscribe requests are honoured immediately across every future send, logged for your own compliance record.
Typical setup: Gmail or Outlook API, your sales or support playbook as the reply source, and a Telegram or Slack channel for hot-lead alerts.
Rollout follows the same sequence across every automation we build: map the real process together with the people doing the work today, including the exceptions and the real volume, not just the clean-path version; build and test against a sample of your real data rather than a demo dataset; run a dry run against live activity before anything is allowed to act on its own; then hand over the logs, the kill switch and a short written guide so your team can run it without us in the room. The 30-day tuning window that follows launch is treated as real work, not a formality: thresholds, wording and edge cases get adjusted against what the first weeks of real usage actually show, not against what looked right before launch.
What stays with humans
Writing anything outside the approved playbook, closing a deal, and resolving a genuine complaint stay with a person. The agent triages and drafts within what it was given; it does not improvise a reply to an objection the playbook has not covered, that goes to a person with the full thread attached.
Guards
Every triage decision and every sent or drafted reply is logged against the email it answered. Replies outside the approved playbook never auto-send. Unsubscribes apply instantly and permanently across future sends. A kill switch pauses automated sending in one message, and the triage rules run against a sample of real past email before going live.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Single automation | from $700 | One inbox, triage, draft replies, hot-lead routing | 4 to 9 days |
| Department package | from $2,500 | Full outreach pipeline: segmentation, multi-touch email, inbox agent, Telegram hand-off bot | 2 to 4 weeks |
Running cost is usually $20 to $100 a month in model usage depending on volume, with a budget cap set before launch.
Related
Pair this with inbox triage for sales teams and b2b outreach personalisation, and see zendesk and intercom ticket agent for a related process. The full package breakdown is on the AI agents service page and the automation-everything overview; for a real build behind this pattern, see the b2b certification ai sales agent case study and .
Ready to see what this looks like for your stack? Get in touch and we will map the integration in the first call.
Tired of doing this by hand? We can take the whole routine off your team, not just this step: Routine takeover, from $400 →
FAQ
How much does an inbox agent cost?
From $700 for triage, draft replies and hot-lead routing on one inbox, live in 4 to 9 days. A full outreach pipeline with email segmentation and a Telegram follow-up bot, the kind we built for a B2B certification body, sits in our sales automation range.
Does it send emails on its own?
Only replies that match your approved playbook can be auto-sent if you choose that mode; anything outside it, including any objection the playbook does not cover, is drafted for a person to review and send, not sent automatically.
How does it find the hot leads in a busy inbox?
Against criteria your sales team sets, buying language, a specific product mentioned, urgency cues, with an alert routed to wherever your team actually watches for leads, which in one real build was a Telegram channel rather than the inbox itself.
What happens with unsubscribe requests?
Honoured immediately and applied to every future send from that address, logged for compliance, not just noted and forgotten until the next campaign goes out.
Does it work with both Gmail and Outlook?
Yes, through each platform's own API, and for a mixed team running both, the triage and routing logic stays consistent across the two.