Inboxes become structured processes

Quotations, invoices and day-to-day communication all arrived in the same central inbox. Important requests could easily get lost, responsibilities had to be clarified manually and deadlines were tracked separately. This delayed quotations and left the accounting team with repetitive sorting and data-entry work.

The project began by analyzing the types of incoming email, internal responsibilities and the workflows that followed each message. Based on those findings, an AI-assisted process was created to classify messages, capture relevant information and determine whether a reply or further action is required. Quotations and invoices are routed into the appropriate business process. Attachments are transferred to connected systems, the responsible person is identified by subject area and time-critical quotations are prioritized in the project management tool. An internal processing history records the sender, recipient, status and completed handovers. Processed messages are then moved automatically into the appropriate folders.