AI Use Case · Operations

Inbox triage

“Half my morning is answering the same five emails.”

Any business with a shared inbox

How it works

Every new email gets tagged: booking, billing, complaint, or noise.
Before drafting anything, it pulls that customer’s job or order history.
Routine questions get a ready-to-send reply in your tone, using your actual policies.
Complaints, refunds and billing come straight to you with a one-line summary.

The guardrail

Nothing sends until you hit send. You review drafts instead of starting from a blank screen.

Tools that do this: An AI assistant with access to your email and customer records, or an automation tool like Zapier or n8n with an AI step.

Prompt to start with

You triage the [support inbox] for [Business Name]. For every new email:

1. Tag it as one of: Booking, Billing, Complaint, Question, Noise.
2. Look up the sender in [CRM / order system] and note their most recent job or order.
3. Booking and Question: draft a reply using only these policies: [paste policies / FAQ]. Match the tone of these replies: [paste 2 examples]. Save it as a draft. Never send.
4. Billing and Complaint: don't draft. Send me a one-line summary: who it is, what happened, how upset they are, what they're asking for.
5. Noise: archive it.

Every day at [9am], send me one list: drafts ready to review, escalations, and anything you weren't sure how to tag.

If a question isn't covered by the policies above, don't guess. Flag it for me.

Get a free audit We’ll set this up for your business, end to end.