AI Email Automation for Irish Businesses

What problem ai email automation solves

The info@ inbox is where Irish SMEs lose money. Messages are read on a phone, mentally filed and then forgotten, and nobody can tell you how many enquiries went unanswered last month.

Why businesses are looking for ai email automation

The language buyers use here is refreshingly unglamorous: rotas, scheduling, quotes, job sheets, repetitive admin. They rarely search for AI by name. They search for the task that is eating their week, then decide within a minute whether the page in front of them understands that task. That is why generic AI marketing pages lose these visitors and specific workflow pages keep them. Naming the exact job, the exact systems involved and the exact price does more for conversion than any amount of technology talk.

• automate repetitive admin tasks
• automatic quote generation
• scheduling automation for trades
• reduce manual data entry
• business process automation ireland

What to look for in ai email automation

The best first workflow is repeated often, follows recognisable rules and currently requires copying information between systems. Map that one process from trigger to completed outcome; we can then identify the safest point to automate.

• Fewer repetitive hand-offs between email, spreadsheets and business systems
• A visible approval step before quotes, schedules or customer messages are finalised
• Exception handling for the awkward cases rather than a brittle happy-path demo
• A simple record of what ran, what failed and what still needs a person

Our process is too specific

Specific processes are often the best candidates because the workflow can reflect your actual rules.

What happens when data is missing?

The workflow stops, requests the missing input or routes the exception to a named person.

Will this disrupt the team?

We pilot beside the existing process before replacing any live step.

What you get

Fixed scope from €1,500. One-time build from €1,500. Tuning and monitoring from €149/month.

• Automatic categorisation, priority and SLA timers
• Draft replies in your tone, held for one-click approval
• Attachment and order-number extraction into structured data
• Auto-filing of threads to the correct customer record
• Escalation alerts when a thread goes stale
• Monthly inbox report: volumes, topics and response times

Technology we use

We build on proven, well-documented platforms so you are never locked into us.

• Gmail / Google Workspace
• Microsoft 365
• OpenAI (EU)
• HubSpot
• Supabase
• Make

How the project runs

Discovery call (Day 0): A free 30-minute call where we map the exact inbox workflow, the volumes involved and where the time is currently lost. Fixed scope & quote (Day 1–2): You get a written scope, a fixed price and a delivery date before a line of code is written. No hourly billing, no scope creep. Sandbox build (Day 3–12): We build in an isolated environment against copies of your real data, tuned to your tone of voice and your business rules. Shadow-mode pilot (Day 13–20): The AI runs alongside your team for 7 days. Every action is logged, nothing is sent without human approval, and accuracy is measured. Go live + training (Day 21): We launch on one channel, train your team on the override controls, and hand over full ownership of the build. Optimise & report (Ongoing): Optional monthly retainer: accuracy monitoring, prompt tuning, new workflows and a plain-English report of hours and euro saved.

Measured outcomes

80% Pre-drafted — Share of routine emails that arrive with a ready reply. 0 Unanswered — Every thread tracked to a closed state with escalation timers. 11 hrs Saved weekly — Typical team-wide time recovered on a busy shared inbox.

Will the AI send emails on its own?

Only if you choose that later. We launch in draft-and-approve mode so a human presses send on everything. Once accuracy is proven over several weeks, some clients let low-risk categories such as delivery updates send automatically.

Can it write in our tone of voice?

Yes. We train on a sample of your best past replies, capture the phrases you use and the ones you never use, and review the drafts together in the pilot week until they read like your team wrote them.

Is my email data safe?

We use EU-hosted models with training disabled, connect through official Google Workspace or Microsoft 365 permissions rather than password sharing, and scope access to the specific mailboxes in the project. A DPA is signed before any connection is made.

Does it work with Outlook and Gmail?

Both, including shared mailboxes and Google Groups. We can also cover role addresses such as info@, accounts@ and support@ in the same build, each with its own rules and tone.

How much time does inbox automation actually save?

In our Irish deployments a two to four person team handling 100 or more emails a day typically recovers ten to twelve hours a week, most of it from triage and drafting rather than from the writing itself.