Automated AI Inbox Processing
Incoming mail, whether email, letter or upload, is automatically detected, classified and routed to the right process. No manual triage, across every industry and GDPR-compliant.
The problem
Manual triage costs time every day
Inboxes mix channels and document types. Every item has to be read, sorted and forwarded.
Many channels
Email, letter, fax, upload and portal, each channel has its own manual path.
Manual triage
Someone reads every document, sorts it and forwards it to the right place.
Errors and delays
Wrong assignments and missed items lead to rework and blown deadlines.
No overview
It is unclear what came in, what is still open and where it currently sits.
The solution
From incoming mail to action, automatically
The AI detects every document, extracts the relevant data and hands the item off to the right process.
Capture
Documents from email, scan and upload are captured centrally, including via OCR.
Classification
The document type is recognized semantically, not through rigid rules.
Data extraction
Relevant fields such as numbers, dates and amounts are read out and structured.
Routing
The item is matched to the right customer, property or case.
Forwarding
The document lands automatically in the right system or with the right caseworker.
Overview
Every item is traceable, from arrival to completion.
GDPR & data sovereignty
Sensitive mail stays in-house
Inboxes often contain personal and confidential data. Processing runs GDPR-compliant and, if you prefer, on-premise.
- Can run on-premise or in your own cloud
- No data leaks to external AI providers
- Human-in-the-loop for uncertain cases
- Permissions from your target systems still apply
Industries
Where automated inbox processing helps
Insurance
Automatically sort and assign claims, applications and correspondence.
Public administration
Classify incoming mail and hand it to the right line-of-business system.
Law firms
Match pleadings and client mail to the right case file.
Real estate
Match receipts, contracts and tenant mail to the right property.
Integration
Connecting to your target systems
Processed items are handed straight into your systems, with no media breaks.
- CRM, ERP and DMS via API
- Email mailboxes and scan folders as a source
- SharePoint, file servers and cloud storage
- Specialist and line-of-business software
Process
From idea to production processing
Analysis
We capture your document types and channels and define the rules and exceptions.
Proof of concept
Processing runs on real incoming mail, with a measurable accuracy rate.
Integration and go-live
We connect to your target systems, then run operations with monitoring and human-in-the-loop.
FAQ
Common questions about inbox processing
Which document types are recognized?
Invoices, applications, contracts, correspondence and more. Classification is semantic and is tuned to your document types.
Does it work with scanned letters?
Yes. Using OCR, scanned letters and image PDFs are recognized and processed as well.
What happens with uncertain cases?
Thresholds let the system decide when to act automatically and when to bring in a person (human-in-the-loop).
Is the processing GDPR-compliant?
Yes, and on-premise if you prefer, so that no data leaks to external providers.
How accurate is the classification?
The accuracy depends on your documents. In the proof of concept we measure it against your real incoming mail before going into production.
Which inbox eats up the most time for you?
Book a free intro call. We take a look at your incoming mail and show you what can be automated.
Let’s talk about how AI can move your business forward.
Get in touch, we look forward to your project.