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AI email analysis

AI reads incoming emails and attachments, recognises enquiries, orders and invoices, moves the data into your systems and leaves unclear cases to a person.

Send an enquiryStep by step

Where email handling gets stuck

  • Shared mailboxes receive hundreds of emails a day, and someone has to read and route every one.
  • Details from enquiries are retyped into the CRM by hand.
  • PDF invoices and orders wait until someone gets round to them.
  • Urgent complaints get lost among newsletters.

Step by step

  1. 1

    You choose the mailboxes

    We connect the mailboxes you choose: Google Workspace, Microsoft 365, any IMAP mailbox, or forwarding.

  2. 2

    The email is read with its attachments

    AI reads every email and every file attached to it.

  3. 3

    We identify the type

    AI decides what it is: an enquiry, a question, an order, an invoice, a complaint, spam or something else.

  4. 4

    We recognise the data

    AI recognises the details that matter, in forwarded emails too.

  5. 5

    We link it to the customer

    We link the email to the right customer only by unique data – email address, phone number or company code.

  6. 6

    We take the right action

    An enquiry, a task or an accounting document is created or updated, the conversation is filed with the customer, the right person is assigned and urgency is marked.

  7. 7

    Unclear cases go to a person

    Whatever AI can't decide with confidence it leaves to a person; nothing is deleted, and every AI decision is logged.

Example

Example: a fictional company and made-up data.

AI reads the email and registers an enquiry

Incoming email

From
Rasa <rasa@example.com>
Subject
Heat recovery unit service

Hello, I'd like to book the annual service of my heat recovery unit. The unit is in Vilnius, Žirmūnų St. Any time Thursday next week would work for me. My phone is +370 600 00000.

Thanks, Rasa

New enquiryRegistered
Customer
Rasa, rasa@example.com
Enquiry type
Service visit
Location
Vilnius, Žirmūnų St.
Summary
Annual heat recovery unit service; Thursday next week would suit
Phone
+370 600 00000

Filled in by AI

What the solution covers

  • Sorting and routing

    Emails are routed to the right people by type and content.

  • Enquiries from emails

    An email becomes an enquiry in the CRM – with no manual work.

  • The whole conversation with the customer

    Every email is visible in the customer's record, including those in sales managers' own mailboxes.

  • Invoice and order recognition

    Data from PDF invoices and orders goes into your accounting or order system.

  • Spam marking

    Spam is marked, not deleted.

  • Reply drafts

    AI drafts a reply, and a member of staff reviews and sends it.

  • Summaries of long threads

    The essentials of a long email thread in a few lines.

  • Reports

    How many emails of each kind arrived and what was done with them.

How we supervise the AI's work

  • AI returns its result in predefined fields, not free text, so it is easy to check.
  • A never-invent rule: if the email doesn't contain the information, AI leaves the field empty.
  • Confidence thresholds: when AI isn't sure enough, a person decides.
  • At first AI only proposes and staff confirm; automation is switched on step by step, one email type at a time.
  • Every AI call and decision is logged, and corrections from staff help improve the rules.

Integrations

  • Gmail and Google Workspace, Outlook and Microsoft 365, any IMAP mailbox.
  • Enquiries – into CRM with a mobile app for your team or your own CRM, in the same stream as enquiries from other channels (Leads into your CRM).
  • Invoices and other documents – into accounting (Accounting integration).
  • Questions and complaints – into a help desk, orders – into an order system.
  • We choose the AI models for each task separately.

Our principles

  • We start from a sample of your real emails.
  • Access only to the chosen mailboxes, with the fewest rights needed.
  • We use business AI services whose terms rule out training models on your data.
  • Every month we review mistakes and adjust the rules.

Examples of our work

Enquiries from every channel and email conversations – in the CRM

2026

Enquiries from website, Facebook, Instagram and Google Ads forms reach the CRM once, and each one shows the full email conversation.

Spam is flagged automatically, and a real enquiry is never lost.

Node.js / TypeScript, AWS API Gateway, SQS, Terraform

Invoices from the mailbox – straight into the books

2026

We built invoice intake from the mailbox: AI recognises supplier invoices, and clear rules book them with no manual work and never declare VAT twice.

Three separate checks stop duplicates.

TypeScript, Hono, Next.js, IMAP

Questions and answers

Will the AI reply to customers on its own?

Not by default: AI drafts a reply, and a member of staff sends it. We switch on automatic replies only for the email types you approve.

What if the AI gets it wrong?

AI passes unclear cases to a person instead of guessing. Every AI decision can be corrected, and the corrections help improve the rules.

Are our emails safe?

AI can reach only the mailboxes you choose. The data stays in your systems, and every step is logged.

All solutions

What emails do you receive? We'll show you what data AI would recognise in them

A few sentences are enough – we'll reply and talk through how we could help.

Send an enquirycontact@helper.lt