Stop Drowning in Email- AI Filters Spam, Routes Real Leads
Starting at
$
4,500
About this service
Summary
FAQs
How is this different from regular spam filters?
Regular spam filters (like Gmail's) are built for personal email and catch obvious spam—Nigerian princes and Viagra ads. They miss sophisticated promotional emails, cold sales pitches, and marketing automation that looks semi-legitimate. This system is trained specifically for business sales inboxes and understands the nuances—it knows the difference between "I'm interested in your product" (legit lead) and "I'd love to tell you about OUR product" (solicitation). It's the difference between consumer-grade and business-grade filtering.
How long does setup take?
Typically 2 weeks from start to full operation. Week 1: I connect to your email system, analyze a sample of your inbox to understand your specific spam patterns and lead types, and configure the initial AI models. Week 2: Testing with real emails, tuning accuracy, setting up routing rules and CRM integration, and training your team. You'll start seeing filtered results by day 5-7, and we'll refine from there based on real performance.
What if it filters out a real lead by mistake?
Multiple prevent this. First, the AI is trained to err on the side of caution—if uncertain, it flags for human review rather than auto-deleting. Second, everything goes into a quarantine folder you can quickly scan daily (takes like 30 seconds). Third, the system learns from corrections—you mark "this was actually legit" and it adjusts. Fourth, you get weekly accuracy reports showing false positive rates. In practice, false positives are under 2% and you catch them in quarantine before anything is lost.
Can it integrate with our existing CRM?
Yes, I build integrations for all major CRMs—Salesforce, HubSpot, Pipedrive, Zoho, Microsoft Dynamics, or even custom systems if you have APIs. Every qualified email creates a lead record with all the extracted information, tags it appropriately, and triggers your standard lead workflows. Your team works in their familiar CRM, they just suddenly have way more qualified leads appearing with less manual effort.
What happens to spam that gets through?
You mark it as spam in your email client (or the admin dashboard), and the system learns immediately. That sender pattern gets blocked, similar email structures get flagged, and future emails like that get filtered automatically. The AI continuously improves based on your feedback. Most clients see spam detection accuracy go from 93% in week one to 97%+ by month three as the system learns their specific environment.
How does sales routing actually work?
You define the logic during setup based on your team structure. It can route based on- product/service mentioned in the email, company size indicators, geographic location, specific keywords, sender domain type (enterprise vs personal email), inquiry urgency, or custom rules you create. If someone emails asking about "Enterprise Package pricing for 500+ employees," the system knows that's a big deal and routes to your enterprise sales lead with high priority. Simple inquiries about basic plans go to your standard sales queue.
Do we need to change our email addresses?
Nope, everything stays the same. The system works with your existing email addresses and infrastructure. I connect via IMAP/SMTP (same protocols your email client uses), process incoming emails in real-time, and handle routing and filtering behind the scenes. Your customers, your email addresses, your domain—nothing changes from their perspective. It's invisible infrastructure that just makes everything work better.
What if our inbox gets hundreds of emails daily?
That's exactly what this is built for. The system processes emails in real-time as they arrive—could be 50 per day or 500 per day, makes no difference to performance. High-volume inboxes see the biggest impact because that's where the time savings really add up. If your team is currently spending 4 hours daily managing inbox chaos, and this system filters 95% of the noise, you just freed up 3.5 hours per person per day. That's huge.
Can multiple team members access the same filtered inbox?
Yes, you can set it up however your team works. Shared inbox where multiple people see filtered leads? Done. Individual routing where each person has their own queue? Easy. Hybrid where some emails go to individuals and others go to a team pool? No problem. The system is flexible to match your workflow, whether you have 2 people or 20 people handling emails.
What kind of time savings should we expect?
Most clients report saving 15-20 hours per week per person who manages email inquiries. If your sales team currently spends 3-4 hours daily sorting through spam, reading irrelevant solicitations, and finding the real leads, that drops to maybe 20-30 minutes just reviewing the pre-qualified leads that matter. That time goes back to actually selling, following up, building relationships—revenue-generating activities instead of inbox babysitting.
Can we customize the auto-response messages?
Absolutely. During setup, we'll create response templates that match your brand voice and set appropriate expectations. You can have different templates for different inquiry types—demo requests get one message, pricing questions get another, support issues get a third. You can adjust the wording anytime through the admin panel. The responses can include links to your calendar, relevant resources, case studies—whatever helps move the conversation forward.
What happens after the 45-day optimization period?
The system keeps running smoothly on its own—the AI doesn't need constant attention once it's trained and tuned. Most clients opt for a small monthly maintenance retainer (usually $300-500/month) that covers ongoing monitoring, occasional adjustments, adding new routing rules as your business evolves, and priority support if anything weird happens. But the system is designed to operate independently after the initial optimization period
What's included
AI Spam Detection Engine
Intelligent spam filter that actually works, built specifically for your business. This isn't your standard Gmail filter—it's trained to understand the difference between legitimate sales inquiries and promotional garbage. The AI looks at sender patterns, email structure, content analysis, and behavioral signals to catch 95%+ of spam while letting real opportunities through. It learns from your feedback too, getting smarter over time about what's junk for your specific business.
Sales Intent Recognition System
Smart classification that identifies genuine buying signals in emails. The system recognizes when someone's asking for pricing, requesting a demo, inquiring about specific products, or showing real purchase intent—not just browsing. It understands urgency indicators like "need this ASAP" versus casual "just exploring options" and scores each inquiry based on how hot the lead actually is. Your sales team sees quality scores before they even open the email.
Intelligent Email Routing & Assignment
Automatic routing that gets the right emails to the right people instantly. Product A questions go to that specialist, enterprise inquiries go to senior sales, technical questions go to engineers, partnership proposals go to biz dev. The system can route based on product interest, company size, geography, deal value, or whatever logic makes sense for your org. No more "who should handle this?" confusion—the AI figures it out and routes it automatically.
Automated Response System
Professional auto-responses that go out the second an email arrives. But these aren't generic "we got your email" messages—they're contextually appropriate based on what the person asked. Demo request gets "We'll schedule that within 24 hours." Pricing inquiry gets "Our team will send detailed pricing for your needs shortly." Support question gets "Your request is with our technical team." The AI the response to match the inquiry type, setting proper expectations.
CRM Integration & Lead Capture
Every qualified email automatically creates a proper lead record in your CRM with all the context. The system extracts key information—company name, contact details, specific interests, urgency level, questions asked—and populates your CRM fields correctly. Your sales team opens their CRM and sees complete lead profiles with the original email attached, no manual data entry required. Works with Salesforce, HubSpot, Pipedrive, or whatever you use.
Priority Flagging & Notification System
Hot leads get flagged and your team gets notified immediately. VIP customers emailing? Instant alert. High-value opportunity language detected? Priority flag. Frustrated customer needing help? Escalated right away. You choose notification methods—email, Slack, SMS, whatever works for your team. The system knows what's urgent and makes sure it gets attention fast, while routine stuff doesn't interrupt everyone.
Email Analytics Dashboard
Clear visibility into what's happening in your inbox. See how many emails you're receiving daily, what percentage is spam versus legit, how leads are being categorized and routed, response times by team member, conversion rates from email inquiries, and common inquiry types. Spot trends like "we're getting lots of questions about Feature X" or "spam volume spiked this week." Data that helps you optimize your entire email operation.
Quarantine Review & False Positive Recovery
Safety net for emails the AI wasn't sure about. Instead of auto-deleting uncertain emails, they go into a quarantine folder for quick human review. Takes 30 seconds to scan through and catch any false positives. The system learns from your corrections—mark something as "actually spam" or "actually legit" and it gets smarter about similar emails in the future. You stay in control while automation does the heavy lifting.
Team Performance Tracking
Insights into how your sales team is handling email leads. See average response times per person, conversion rates from email inquiries, lead volume by team member, and follow-up effectiveness. Not about micromanaging—about identifying training opportunities and ensuring leads don't fall through the cracks. If someone's inbox is overflowing while another has capacity, you'll know and can rebalance.
Custom Classification Rules & Exceptions
Flexibility to add your own business logic on top of the AI. Want emails from specific domains always flagged VIP? Done. Need certain inquiry types to always go to a particular person? Easy. Got a list of competitor domains to auto-filter? No problem. The system combines smart AI with your business knowledge for optimal results. You can adjust rules anytime through the admin panel.
Email Thread Intelligence
The system understands email conversations, not just individual messages. If someone replies to a previous inquiry, the AI recognizes it's a continuation and maintains context. Threads stay together, conversation history is preserved, and routing stays consistent. No more fragmented conversations where different team members respond to different emails from the same person because they didn't know about previous exchanges.
45-Day Optimization & Support Period
6 weeks of active monitoring and optimization after launch. I'll watch how the system performs with your real email volume, tune the spam detection based on what's getting through or incorrectly filtered, adjust routing logic based on your feedback, and train your team on best practices for managing the system. We'll refine it together until it's working perfectly for your specific business and email patterns.
Example projects
Duration
2 weeks
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