An inbox that mostly clears itself
Every morning the same pile: questions about orders, changes, invoices, complaints, all mixed together. AI reads your incoming email and tickets, sorts them, fills in what is missing and answers whatever can be answered straight away. Your team starts the day with what really needs attention.
Example of an inbox: five emails are labelled automatically (order, return, invoice, complaint). Four are answered straight away, the complaint goes to your team.
Sound familiar?
- Your team spends the first hour of the day sorting and forwarding.
- An urgent complaint sits at the bottom among dozens of simple questions.
- Customers email twice because they didn't know whether their first email arrived.
- Every team member answers the same question in a different way.
What it does
What your customer experiences
A quick, clear answer, even when the email arrives in the evening. If more time is needed, your customer knows straight away that the question is being handled and what will happen next.
What your team gets back
An inbox that is already sorted by topic and urgency. Tickets reach the right person or location, with a suggested reply your team can check and send.
What happens behind the scenes
Every email is read and labelled. Details such as an order number or address are recognised and looked up in your systems where needed. Simple questions are answered straight away; the rest goes to your team as a complete ticket.
How it works
Mapping. Which kinds of email come in, which can be answered automatically, which get a draft reply and which always go to a person.
Knowledge and connections. Your reply rules and tone are recorded, and your mailbox or helpdesk is connected to the systems that hold the answers.
Testing with real questions. Using real emails from your inbox, including the tricky ones.
Live and fine-tuning. First with draft replies your team approves, then step by step more automation, once the trust is there.
→ In detail: How we work
People stay in control
Example conversation. Customer: I'd like to move my membership to a different location. AI assistant: That's possible. Because your contract is still running, I'll pass you to a colleague. Lisa from the team is taking over Lisa (team): Hi, I'm Lisa. I can see your question, I'll sort it out right away.
Draft or direct
For each type of question you decide whether the AI replies directly or prepares a draft for your team to review.
Sensitive topics
Complaints, cancellations and legal questions always go to a team member.
Privacy
Email often contains personal data. That is why only what is needed is processed, and a data processing agreement is put in place with the supplier.
Why XPRT
You're not locked in
We choose what fits each situation, starting from your current mailbox or helpdesk.
Automated step by step
We start with draft replies and only expand once you're happy.
Connected to your systems
So a question about an order or appointment is actually answered, not just forwarded.
Frequently asked questions
Does this work with my current mailbox?
Usually, yes. It works with an ordinary shared mailbox or with a helpdesk you already use. The first step looks at what suits your situation.
Will the AI just send replies to my customers?
Only if you want it to. You can start with draft replies your team reviews, and decide for each type of question when the AI may send on its own.
What happens to attachments?
Attachments such as photos, invoices or forms are stored with the ticket. Where it makes sense, details are read from them, such as an order number.
Can the AI prioritise urgent emails?
Yes. Emails are sorted by topic and urgency, so a breakdown or complaint doesn't end up at the bottom of the pile.
What's the difference with an automatic reply?
An automatic reply only says your email has arrived. Here your customer gets a real answer to their question, or a clear message about what will happen with it.
What would happen to your inbox?
Book a demo and bring a few typical customer emails, or ask the AI a question first.