Service:

AI email management / email automation for central mailbox

Short description:

Processing time:

6-9 working days

Price:

CHF 149 / month¹

Description:

A centralized email workflow automates the capture, summarization, classification, and response to messages in corporate mailboxes. You save time, avoid manual errors, and ensure professional responses every time.

What is included:

• Setting up a mailbox monitor (e.g. IMAP) for new messages
• Automatic summary of incoming emails
• Categorization according to defined types (e.g. request, support)
• Generation and stylistic review of automatic reply suggestions
• Send prepared replies from your inbox
• Integration of your reference documents for a well-founded answer
• Intensive testing phase with real email examples
• Training for your team and comprehensive workflow documentation

Creation process:

• Needs analysis and mailbox audit
• Secure connection of your email account for IMAP/SMTP
• Setting up the automated text pipeline (summarizing, classification)
• Integration of your company documents to enrich the content
• Definition of automatic categories and prioritization rules
• Testing with real email data and adjustments based on feedback
• Team training on the use, escalation and handling of suggestions
• Go-live support with functional tests and fallback options

This is what you get:

• A functional automated email workflow
• Summaries and classifications of emails
• Suggested answers with a consistent tone
• System for priority sorted mailbox management
• Integration of your documents for response generation
• Hosting and support, administration, regular backups

Add-ons:

🧑‍💻 Custom templates

Extra charge: CHF 240
Development of an email template and response pattern tailored to your corporate design
Extra time: +1 day

Other/Hosting:

🇪🇺 EU-Hosted AI Integration (GDPR compliant)

Use of EU-hosted AI models (e.g. B. OpenAI or Azure) via GDPR-compliant API connection
Data security & compliance with European data protection standards

🇨🇭 Swiss hosting (GDPR/FADP compliant)

Hosting and operation of the LLM server (AI) in Switzerland
For applications that have the highest data protection requirements or are legally obliged to process data exclusively in Switzerland.

FAQ:

What exactly does AI email management include?

The service encompasses the complete design, creation, and delivery of an automated email workflow. This includes classification, summarization, response generation, as well as all logical connections and test runs. Hosting and ongoing operation are optional.

Which companies are eligible for this service?

The workflow is ideal for small to medium-sized businesses that want to manage a central email inbox more efficiently – for example, for information requests, support, applications, or sales.

Can the workflow be adapted to our processes?

Yes. The logic, categorization, response patterns, and connection to existing systems (e.g., CRM or ticket system) can be customized.

Which email addresses can be integrated?

All common email services with IMAP/SMTP access can be integrated – e.g., Microsoft 365, Gmail, IONOS, Hostpoint, or your own mail server.

Can the workflow also be used internally?

Yes. Many companies use it for internal inquiries, onboarding processes, project communication, or automated escalations within the team.

How are misclassifications or uncertainties handled?

Responses can be marked for manual approval if necessary, or automatically classified as "unknown" and forwarded. Escalation rules can be defined.

Do you need any prior technical knowledge to use it?

No. After setup, the workflow is fully automated. You will receive documented instructions for monitoring and simple adjustments. Training is available upon request.

What happens if our requirements change later?

The workflow is modular and can be expanded or adapted at any time – e.g., new categories, other languages, or changed response logic.

Why is hosting a separate add-on?

Some companies prefer to run the workflow on their own infrastructure or existing servers. Therefore, we only provide the setup, code, and configuration by default. Whether you want to host it yourself or use our infrastructure is up to you.

How long does the implementation take?

Depending on the complexity of the workflow, approximately 6–9 business days from project start. Add-ons such as hosting, GDPR adjustments, or multilingual extensions may take an additional 1–5 days.