Inbox Assistant: the guide

• Small New Zealand businesses whose office or info@ inbox is everyone's job and nobody's
• Trades and service businesses answering the same questions about prices, times and call-outs every day
• Owners who read email on their phone between jobs and lose track of what still needs a reply

The inbox is full of bills, notices and newsletters, so the customer who needs an answer gets buried, replies go out late, and nobody remembers who still owes you one.

• What needs you is at the top, with the one thing it needs to be finished
• Replies drafted in your words from what your business knows, ready to check and send
• Bills, notices and newsletters filed under their own labels, so your inbox holds only what matters
• A nudge ready for everyone who hasn't answered your question
• Bills passed to Invoice Entry and quote requests to Quoting, when you have them
• It never sends on its own and never deletes an email

Sorts new email

Each email goes into one of seven kinds: To reply, New enquiry, FYI, Bills and receipts, Updates, Marketing and Waiting on them. You choose which stay in the inbox and which are filed under their label. Nothing is deleted.

Says why

Every email shows one sentence on why it's where it is. Wrong? Change it, for this email or every email from that sender, and it learns.

Drafts replies

For To reply and New enquiry it writes a reply in your words, using your prices, hours and answers from the AI control centre. The draft is saved in Gmail too, so you can send it from there.

Asks once

When a draft needs something it doesn't know, like your after-hours fee, it asks you. Your answer goes into the draft and into your AI control centre, so no assistant asks again.

Keeps money to you

Complaints, money disputes and legal letters come to you with no draft.

Tracks who owes you a reply

Emails you send that ask something are watched. If there's no answer after the days you choose, they show under Waiting on them with a short nudge ready.

Passes work on

Bills and statements go to Invoice Entry, and quote requests become leads in Quoting. Each waits for your yes until you switch it on.

A daily brief

One email a morning to the people you choose: what needs you, the drafts ready, who owes you a reply, and what was filed.

1. 1

   Connect your mailbox

   Sign in with Google as the mailbox you want looked after. It reads, labels and drafts; it can't delete.

2. 2

   Choose what stays

   Pick which kinds of email stay in your inbox and which are filed.

3. 3

   Say how you write

   Your greeting, sign-off and words you never use.

4. 4

   Try it

   It sorts your most recent emails without changing anything, least sure first. Correct any it got wrong.

5. 5

   Go live

   From then, new email is sorted every few minutes. Your inbox as it was is left alone.

6. 6

   Check and send

   Open what needs you, fill any gap, change the draft if you like and press Send. You have a few seconds to undo.

1. 1

   Connect

   Sign in with Google. If your business uses Google Workspace, its admin allows Buildloop once, and set-up shows them how.

2. 2

   How to sort

   Keep or file each kind of email.

3. 3

   How you write

   Greeting, sign-off and words never to use, with a reply written your way beside them.

4. 4

   Try it

   See how it would sort your latest emails, and correct any.

5. 5

   Go live

   Choose what it does on its own and when the daily brief comes, then turn it on.

Every Buildloop assistant works off your AI control centre, which holds your company details, knowledge and settings, trains each assistant and passes what one learns to the others. The more it knows about your business the more accurate every assistant is, and each one you add makes the others stronger.

Your AI control centre keeps what it knows about your business in Content Sections you can open, check and add to, with what's missing shown. Each says whether it's for customers, staff or both. You start with About the business, Products and services, Pricing, Payments, Opening hours, Contact details, Locations and service areas, Booking and ordering, Delivery and collection, Returns, refunds and warranty, Terms and policies, Common questions, Staff knowledge, Other, and can add, rename or remove them; the AI suggests sections from what it reads. How we talk, Rules and Suppliers are kept beside them.

Gmail and Google Workspace

Needed. Reading new email, adding labels, filing, saving drafts and sending the replies you approve.

Outlook and Microsoft 365

Optional, coming. The same, for businesses on Microsoft email.

Invoice Entry

Optional. Bills and statements passed on to be entered.

Quoting

Optional. Quote requests passed on as leads.

• Every reply and every nudge is sent only when a person presses Send
• Sorting and filing happen on their own only if you switch them on at Go live
• Passing a bill to Invoice Entry or a quote request to Quoting waits for your yes until you switch it on

NZ$79 a month, including 2000 emails a month, then NZ$0.02 for each email after that. Cancel any time. Plus a one-off set-up and configuration fee, agreed after a short call about your business. Every account also has the AI control centre, NZ$49 a month, once for all its assistants.

• It never sends a reply on its own
• It never deletes an email, unsubscribes or opens a link
• It only sorts email that arrives after you turn it on
• Complaints, money disputes and legal letters get no draft
• Gmail first; Outlook is on the way

• What it keeps about each email (who, the subject, a short excerpt, its kind and the draft) is stored in Sydney, Australia, and only people in your business can open it
• The email itself stays in your own mailbox
• Emails are read by the AI model to sort them and write drafts, and are never used to train it
• Its access to your mailbox is stored encrypted, and Disconnect removes it at once