AI Email Automation

Where does it begin ?

One fine morning we got a call from one of our existing client, their ask was simple, but challenging:

“Can we train something to read emails for us to know what’s urgent, what’s spam, and what our team should focus on ?”

We knew the answer wasn’t just automation. It was intelligent automation.

The client continues…

Every morning, the operations team was greeted by an inbox overflowing with emails, supplier quotes, urgent client requests, customer support issues, inquiries from potential partners, internal team escalations… and a fair share of spam.

What began as a simple business inbox had grown into a daily maze, where high-priority messages got buried, and crucial responses were delayed.

“We were always late to respond to the right emails. Either we missed them, or saw them too late,” recalls their operations head.

They knew this wasn’t scalable. As the business grew onboarding more vendors, and partners, their communication system had to grow smarter, not noisier
We took up the challenge to work around their situation and came up with a solutionBuilding an AI That Understands Email (With n8n as the Brain) We chose n8n an open-source workflow automation platform — to be the central brain of this solution. But the magic lay in the AI agent we built into it. Here’s how we crafted the solution:

Our Role

The AI Flow

  • Email Intake: All incoming emails were captured through n8n’s email nodes (IMAP).
  • AI Categorization: An OpenAI-powered node read each email and categorized it as:
    • Urgent
    • General
    • Support
    • Inquiries
    • Spam
  • Smart Summarization: If the email was long, our AI summarized it into crisp, actionable bullet points.
  • Real-time Alerts: Based on the category:
    • Urgent → sent to a special Telegram group instantly
    • General → batched into a daily digest
    • Support → routed to the support team
    • Spam → ignored

The Transformation

What used to be a daily struggle became a silent, seamless system. Emails still came in. But the team didn’t have to drown in them anymore.

  • Saved Hours: The operations team saved over 2 hours daily.
  • Fast Reactions: Urgent requests were now handled in minutes.
  • Peace of Mind: Managers no longer feared missing a critical mail.
  • Telegram as a Dashboard: Decision-makers got what they needed when they needed it on a tool they already used.

Built with

  • n8n: Workflow orchestration
  • OpenAI: Natural Language intelligence
  • Email (IMAP): Message source
  • Telegram: Real-time alerting