AI Email Inquiry Automation
The inbox that answers itself, sorting every inquiry and drafting the documents on its own.
The client, a French hotel evaluation company, receives a high volume of project inquiry emails from hotel owners and operators. Each inquiry needs to be reviewed, categorized by project type, and formatted into a standardized evaluation document using the correct Word template before being passed to the internal team. This entire process was manual: staff read every email, decided the category, copy-pasted relevant details into Word documents, and forwarded them. It was slow, error-prone, and didn't scale.
We designed and built an n8n workflow automation that connects to the client's email mailbox via IMAP, then pipes each incoming message through OpenAI's ChatGPT. The AI first determines whether the email is a genuine project inquiry or noise. For valid inquiries, it classifies the email into the appropriate category (matching the client's internal project types), extracts all relevant named fields (company name, hotel details, contact information, project scope, etc.), and outputs structured JSON. That JSON is then injected into the correct Word template using a REST API integration, producing a pre-filled evaluation document. The completed document is automatically sent to the client's evaluation team, ready for review.
- 01Eliminated manual email triage so every incoming message is automatically screened and classified by AI
- 02Reduced document preparation from 15 to 20 minutes per inquiry to fully automated generation in seconds
- 03AI-powered category detection selects the correct Word template without human intervention
- 04Structured JSON extraction ensures consistent, error-free data formatting across all documents
- 05Seamless handoff to the evaluation team with pre-filled documents ready for immediate review
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