Workflows
Intelligent email systems
Email is still the official, contractual and support backbone of a business. Owners and support staff spend 2–3 hours a day reading 50–200 emails, extracting data and typing the same replies. These seven modules take that over, with a person approving every outgoing message.
- 2–3 hours a day spent on 50–200 emails by owners and support staff
- 5 minutes of typing becomes 10 seconds of review with draft-based replies
Recipes in this category
- 01 · Top 2
Inbound email triage and smart routing
Every new email is handed to the AI within seconds, classified by intent and urgency, labelled and routed to the right person.
n8n · Gmail API · Microsoft Graph
- 02
Knowledge-base reply drafts (human-in-the-loop)
The AI writes a reply from your FAQ, price list and best past answers, in your tone, as a draft. A person reads it in five seconds and clicks send.
Claude · n8n · Gmail
- 03
Data extraction from email into CRM
Unstructured email text becomes precise JSON: contact, company, tax number, requested service, quantity, location, deadline, phone. The lead is created in MiniCRM or HubSpot with a task for sales.
n8n · MiniCRM · HubSpot
- 04
Attachment and invoice parser
Attached PDF invoices are read by vision AI, renamed to a standard name, filed in the 'accounting prep' Drive folder and forwarded to Billingo or Számlázz.hu. If a promised attachment is missing, a polite reminder goes out.
Claude Vision · Google Drive · Billingo
- 05
Webshop lifecycle emails and WISMO autopilot
'Where is my package?' is answered from the shop and courier APIs (GLS, Foxpost, DPD, Packeta). Abandoned-cart emails argue for the specific product left behind.
Shopify · WooCommerce · GLS API · n8n
- 06
VIP handling and automatic escalation
Emails from VIP customers and key partners are recognised by address, moved to a priority queue, and the account manager is pinged by SMS or WhatsApp. The partner gets an instant receipt naming who will reply within 60 minutes.
n8n · Twilio · WhatsApp
- 07
Daily executive inbox brief
At 8:00 and 18:00 the owner gets a one-minute digest on their phone: urgent decisions, new quote requests with estimated value, and support stats such as emails answered and average response time.
Claude · n8n · WhatsApp
Recommended stack
| Role | Tools | Why |
|---|---|---|
| Engine | n8n (self-hosted VPS) | €5–10 a month fixed, unlimited email runs |
| Connection | Gmail API, Microsoft Graph API | Reads and drafts inside the existing mailbox |
| Models | Claude (writing, drafts), small fast model (classification, extraction) | Best model for prose, cheapest for sorting |
| Security (GDPR) | EU server, anonymisation before API calls, human-in-the-loop approval | Nothing is sent to a customer without a person clicking send |
Source: AI Automation Market Report and Practical Guide (2025–2026)
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