AI Inbox Automation for Business Operations
HEIDI turns high-volume Gmail and Outlook inboxes into operational workflows — triaging messages, researching company knowledge, drafting replies, and moving work across your systems.
Selected email analysis
Urgency: HighTechnical question — Product X upload timeout
Intent
Technical support
Urgency
High
Owner
Support Ops
Next step
Send grounded reply, log in CRM
Thread summary
Customer reports recurring upload timeout on Product X, references an attached document, and needs a clear operational next step before the support window closes.
Grounded draft + actions
Sources visibleDraft preview
Pending approvalThanks for the details. Based on the Product X manual and your attached document, the timeout usually means the upload needs to be retried after validating the contract format. I can prepare the next steps and update the support record.
Sources used
Will trigger after approval
The problem
Your inbox is not communication anymore. It is operational work.
AI inbox automation means using AI to classify, summarize, research, draft, route, and trigger follow-up work from inbound business email while keeping permissions and approvals intact.
Requests arrive as conversations
Support questions, approvals, attachments, customer follow-ups, and exceptions arrive in the same inbox.
Answers depend on context
Teams search manuals, PDFs, SOPs, contracts, and previous decisions before they can respond safely.
The work continues elsewhere
The reply is only one step. Records, tickets, escalations, and workflows still need to be updated.
Product workflow
From inbox message to completed operational work.
UpQuAI Email Automation is designed to turn inbound emails into structured work: classify the need, retrieve the right knowledge, prepare a response, ask for approval when needed, and update the systems around the inbox.
Incoming email
Classify intent and urgency
Retrieve documents and SOPs
Draft grounded answer
Approve or auto-send if allowed
Update CRM or ticket
Escalate to Slack or Teams
Trigger workflow or browser action
Capabilities
One workspace for repetitive inbox operations.
HEIDI is designed around operational email work: understanding the message, grounding the answer, routing the action, and keeping people in control.
Email triage
Sort incoming work into clear operational buckets.
Thread summaries
Condense long conversations into decisions, risks, and next steps.
Grounded draft replies
Prepare replies with visible sources from approved knowledge.
Technical question answering
Use manuals, SOPs, PDFs, contracts, and previous context.
CRM and ticket updates
Can be configured to keep connected systems current.
Slack/Teams escalation
Route urgent items to the right team channel when connected.
No-code automation flows
Trigger governed workflows from the inbox.
Browser-agent actions
Designed to help with browser-based follow-up work where APIs are not enough.
Voice instructions
Tell HEIDI what to summarize, draft, escalate, or prepare.
Daily briefings
Prepare a focused view of urgent emails and pending approvals.
Permissions and approvals
Respect team rules before sending or acting.
Tone/character control
Adapt drafts to the user’s style where appropriate.
Automations
Start from templates, then govern on the canvas.
Choose inbound sales, support escalation, or intake flows from the template gallery. Preview every step on the visual builder before saving your first automation.
Before
Humans operate the inbox by hand.
- Manual sorting across crowded inboxes
- Repeated answers written from scratch
- Searching documents before every reply
- Copying context into CRM records
- Urgent emails missed until someone checks
After
HEIDI prepares the operational work.
- HEIDI prepares the reply and next step
- Work is routed to the right owner or channel
- Connected systems can be updated after approval
- Sources and evidence stay visible
- Approval is requested when rules require it
Positioning
Why normal AI email assistants are not enough.
HEIDI is built for operational inbox work, not just personal productivity. It is designed to connect email decisions to company knowledge, permissions, and follow-up actions.
Personal AI email assistants
Useful for individual productivity, but usually not enough for team permissions, operational routing, and system updates.
Native suite copilots
Helpful inside one productivity suite, but operational work often spans documents, CRMs, tickets, Slack, Teams, browsers, and workflows.
No-code automation tools
Strong for rules and connectors, but email work also needs context, judgment, draft quality, and human approval.
Helpdesk tools
Good for structured support queues, but many operational emails still start in Gmail or Outlook and require broader company knowledge.
Use cases
Built for teams where email carries real work.
Start with one high-volume inbox, connect the knowledge HEIDI should use, and define where approval is required before automation acts.
Technical support inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoCustomer support inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoSmall business inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoSaaS support automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoAgency inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoProfessional services inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoOperations inbox automation
Discuss this inbox workflow with the UpQuAI Email Automation team.
Book a demoGrounding
Replies grounded in your operational knowledge.
HEIDI can use approved documents, SOPs, manuals, policies, previous context, attachments, and knowledge graph relationships to prepare reliable answers for review.
Automation with human control.
UpQuAI Email Automation is designed for approval-aware automation: human review, permission levels, auditability, visible evidence, and safe auto-replies only when permissions and setup allow it.
Instruct HEIDI by voice.
Use voice instructions to ask for summaries, grounded drafts, escalations, CRM notes, and approval overviews while staying in the flow of work.
“Summarize today’s urgent emails.”
“Draft an answer using the technical manual.”
“Escalate this to support.”
“Create a CRM note and prepare a reply.”
“What needs my approval today?”
Explore the cluster
Go deeper on inbox automation, function by function.
Foundations
Actions
Integrations & filing
Individuals & sales
Operations & compare
Email Automation · Early adopter offer
Fair: flat fee and transparent usage-based pricing.
A setup at a special price, a monthly package with included processed emails, and flexible pay-per-email top-ups — plus a risk-free start.
Prices as suggestion · plus VAT · individual offer reserved.
Usage pricing
More emails? Top up flexibly.
1 credit = 1 processed email. Top up at any time with no hidden costs.
Credit packages to top up
Transparent, no surprises. Budget limits and usage display are built into the workspace.
$0.100 per credit
$0.085 per credit · 15% saved
$0.075 per credit · 25% saved
What is a credit? One credit equals one processed email — triage, knowledge grounding, and draft preparation for that message. Auto top-up is optional. Prices are a suggestion, excl. sales tax.
Risk-free start
Try first, then commit
Start with a free trial — and earn an extra month if you share your experience.
Full functionality, no risk
Test HEIDI Workspace free for 7 days. We configure together — read-only first, nothing goes out unchecked.
For a short review video
If you agree to be a reference customer and share your experience in a short review video, we grant two months of free usage.
How billing works
Clear, predictable, no fine print
Setup
One-time $2,000 (instead of $4,000). Add-In, persona, private cloud, first 3 automations.
Free trial
7 days free — 2 months free if you share a short review video. Full functionality, no risk.
Package starts
$480 / month with 4,000 included processed emails for ongoing operation.
Usage scales
Processed more? Top up credits (1 credit = 1 email) with volume discounts. Budget limits protect against surprises.
Frequently asked questions
Good to know
What happens when the included emails are used up?+
You are notified in good time (at 50%, 25%, and 10% remaining balance) and can top up a credit package with one click. Each credit equals one processed email. Optionally, you enable auto top-up at a threshold you choose. Budget limits ensure nothing is overdrawn unintentionally.
Do unused credits expire?+
The monthly included processed emails apply to the respective billing month. Separately purchased credit packages are valid longer — we record the exact terms in the offer.
Does the setup discount apply permanently?+
The setup price of $2,000 is a current special price with 50% off the regular price of $4,000. We confirm it for you bindingly in the offer.
How do I get the two free months?+
Start with the 7-day free trial. If you additionally agree to be a reference customer with a short review video, we grant two months of free usage.
Are the prices binding?+
The setup fee ($2,000) and the free trial are fixed. The monthly price of $480 and credit package prices are a transparent suggestion and are finally confirmed in your individual offer. All prices are excl. sales tax.
What about larger teams or special requirements?+
For enterprise setups we offer single-tenant or private-cloud deployment, Swiss data residency, and custom connector integrations. Just talk to us — we will put together a fitting package.
AI inbox automation FAQ
Answers for teams evaluating UpQuAI Email Automation for Gmail, Outlook, support inboxes, grounded replies, and approval-aware automation.
What is AI inbox automation?+
AI inbox automation uses AI to triage inbound business email, detect urgency, summarize threads, retrieve company knowledge, prepare grounded draft replies, route approvals, and trigger follow-up work in connected systems.
How does HEIDI automate business email?+
UpQuAI Email Automation is designed to read inbound Gmail and Outlook work queues, classify intent and urgency, summarize the thread, prepare a draft answer, show sources, request approval when required, and trigger configured actions such as CRM notes, ticket updates, escalations, browser actions, or no-code workflows.
Can HEIDI work with Gmail and Outlook?+
Yes. UpQuAI Email Automation is built around Gmail and Outlook inboxes. Depending on permissions and setup, teams can connect inbox sources and choose how replies or follow-up actions should be handled.
Can HEIDI answer technical support emails?+
HEIDI can be configured to prepare answers to technical or customer questions using approved manuals, SOPs, PDFs, contracts, attachments, and operational knowledge. Teams can review sources before approving the response.
How does HEIDI use company documents?+
HEIDI uses document intelligence and Knowledge Graph context to retrieve relevant approved documents, policies, SOPs, previous context, and relationships. The goal is to prepare replies that are grounded in company knowledge rather than generic suggestions.
Can HEIDI update CRM and support tickets?+
UpQuAI Email Automation is designed to trigger CRM and ticket updates when the right connectors, permissions, and workflows are configured. Sensitive actions can require human approval before they run.
Can HEIDI escalate emails to Slack or Teams?+
Yes, when connected and configured, HEIDI can route urgent inbox items to Slack or Microsoft Teams with summary, context, and recommended next step.
Is HEIDI marketing email automation?+
No. UpQuAI Email Automation is for inbound operational email work: support requests, technical questions, approvals, customer follow-ups, document-heavy replies, escalations, and system updates.
How is HEIDI different from Fyxer, Copilot, or Gemini?+
HEIDI is positioned as an operational workspace for teams, not only a personal productivity assistant or a native suite helper. It focuses on company knowledge, permissions, approvals, connected systems, and workflow actions around the inbox.
Does HEIDI send emails automatically?+
HEIDI can be configured for auto-replies only when permissions and setup allow it. For sensitive or higher-risk messages, HEIDI can prepare the response and request human approval before sending.
How much does UpQuAI Email Automation cost?+
UpQuAI Email Automation uses early adopter pricing: a one-time onboarding and setup fee (currently 50% off), a monthly HEIDI Workspace package at 480 with 4,000 processed emails included (1 credit = 1 email), and optional credit top-ups with volume discounts when you process more. Exact amounts are shown in the pricing section and confirmed in your individual offer.
Is there a free trial for UpQuAI Email Automation?+
Yes. You can test HEIDI Workspace free for 7 days. If you agree to be a reference customer with a short review video, we grant two months of free usage.