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Eight email accounts anda single AI assistant
We had eight separate mailboxes, full of advertising, and client requests were getting lost among them. We brought them together on our own server, with an automatic filter and an AI assistant that picks out what matters. No reply goes out without our approval.
Where we started
We often work in the field and needed to see quickly, from the phone, what matters. Instead we had eight separate mailboxes: five company ones, plus Outlook, Gmail and Yahoo.
The main company inbox had grown to 32,297 messages. Advertising and automated notifications buried client requests, and deadlines from email and WhatsApp were tracked from memory.
The solution
- all eight accounts in one web application on our own server, available from any device
- a filter every 10 minutes that keeps everything from anyone we have ever written to
- banks, institutions, invoices and clients protected; the remaining advertising goes to Trash, where it can be recovered
- an AI assistant that, every hour, picks out what matters and sends a phone notification
- deadlines from email and WhatsApp added to a calendar automatically
- replies drafted by the assistant and sent only after our approval
An email's path, from Inbox to reply
Nothing is ever deleted permanently by the system. Everything it discards goes to Trash.
Important email
A single list of what needs a reply.
- Reply, Resolved or Delete email
- “No reply” after 2 days, in the calendar
Unified Trash
The trash of every account, in one place.
- Recover, and the filter learns
- emptied only with explicit confirmation
Monitoring by email
Equipment tracked through the emails it sends on its own.
- 27 mailboxes of a client, checked twice a day
- daily report for a card payment kiosk
What changed in the first two days
Figures from 17–18 Oct 2026. We do not yet have measurements of time saved.
| Indicator | Before | After |
|---|---|---|
| Main company inbox | 32,297 messages | 28,684 |
| Outlook inbox | 8,199 messages | 5,185 |
| Advertising moved to Trash (first pass) | 3,772 | |
| Noreply and notice emails moved to Trash | 5,033 (4,531 + 502) | |
| Automated “noise” messages moved | 2,762 | |
| Monitored mailboxes of a client | one faulty mailbox, found | 27 / 27 after the fix, the same day |
Three problems and how we solved them
Outlook without an IMAP password
Microsoft no longer accepts a plain password for IMAP. We registered our own application in Azure, with OAuth 2.0 and delegated IMAP/SMTP permissions, and connected it to the mail application.
A filter that keeps clients
Instead of spam lists, the basic rule is “keep everything from anyone we have written to”. The list of ~7,400 addresses was generated from sent mail, and recovering an email teaches the system.
Attachments and inline images
The mail connector did not send attachments. Files are uploaded to the server in 96 KB chunks, then a script builds the MIME email with inline images and sends it in the same thread, with a copy in Sent.
Claude reads, we approve
Here Claude is more than a development tool: it is the component that writes the summary, every hour, by written rules.
What Claude does
- reads the email left after the filter and picks out what matters
- adds deadlines to the calendar and sends a notification only when needed
- discards advertising the filter missed, without permission to touch clients, invoices, banks or institutions
- writes the full draft reply, in the language of the email, with no invented prices or deadlines
What we do
- enter the passwords and keys; Claude does not enter them
- approve the move lists and any emptying of the trash
- ask for changes to the draft and send only after confirmation
- keep the relationship with clients
Nothing is sent without confirmation and nothing is permanently deleted automatically. See also how we work with Claude.
Related services and projects
AI assistants for business
The same way of working, for your company's email and clients.
Automated B2B store
Includes the WhatsApp assistant that searches the real catalogue.
IT infrastructure with backup and anti‑ransomware
The server the assistant runs on.
Is important email getting lost among the ads?
Tell us how many accounts you have and where they are hosted. We will propose a filter and an assistant on your server, with your approval for every reply.