Ai-powered email inbox manager with GPT-4, Gmail, and Slack integration
Email Inbox Manager System
Categories
Email Automation
AI-Powered Operations
Internal Productivity Tools
This workflow builds a fully automated AI-powered email categorization and response assistant. It intelligently processes, categorizes, labels, and drafts replies to incoming Gmail messages in real time using AI with zero manual involvement. Perfect for support, sales, finance, and internal operations.
Benefits
Automated Email Triage – Every unread email is instantly read, analyzed, and classified
AI-Powered Categorization – Uses GPT-4 to understand content and apply correct labels
Smart Response Generation – Automatically drafts accurate replies based on category
Slack Notifications – Instantly notifies your team about internal or sales-related messages
Seamless Gmail Integration – Labels, drafts, and marks emails directly in your inbox
Custom Classification Rules – Tailored to internal, support, sales, finance, and promotional needs
How It Works
Gmail Trigger:
Monitors Gmail inbox in real-time for new unread messages
Triggers the workflow every minute with no need for manual refresh
Smart Classification:
Feeds email body to AI-powered Text Classifier
Categories include: Internal, Customer Support, Promotions, Admin/Finance, and Sales Opportunity
Classification based on sender domain, keywords, and context
AI-Based Labeling:
Applies appropriate Gmail label based on classification result
Helps keep inbox clean, organized, and easily searchable
AI Reply Generation:
Specialized GPT-4 agents generate replies tailored to each category:
Internal: Polished team replies
Customer Support: Clear and professional customer responses
Promotions: Summarizes and evaluates promotional value
Admin/Finance: Extracts invoice/payment information
Sales Opportunity: Drafts personalized replies and sales notifications
Auto-Drafting + Slack Alerts:
Replies are saved as Gmail drafts, ready for review or direct send
Sends Slack notifications for Internal or Sales Opportunities
Includes subject lines and quick message previews
Smart Decision-Making:
Promotional emails are evaluated with AI for usefulness
Only valuable offers are flagged or responded to
Automatically marks emails as read after processing
Business Use Cases
Customer Support Teams – Automatically categorize and prep replies to client messages
Sales Reps – Instantly receive drafted responses to new inquiries
Operations Managers – Keep internal comms clear and responsive
Finance Departments – Auto-extract and review payment/invoice messages
Founders – Never miss an important email while your AI sorts and replies for you
Difficulty Level: Intermediate
Estimated Build Time: 2–4 hours
Monthly Operating Cost: $20–80 (depending on OpenAI usage and Slack volume)
Required Setup
Gmail Integration
Set up Gmail OAuth2 connection
Create labels: Internal, Customer Support, Promotions, Admin/Finance, Sales Opportunity
OpenAI Integration
Connect GPT-4 or GPT-4o account
Configure role-based prompts for each email category
Output structured response data (subject, body, notification)
Slack Integration
Set up Slack OAuth2 connection
Configure target Slack channel
Notify team when important categories are triggered
System Architecture
The workflow follows a powerful 6-stage automation:
Trigger – Poll Gmail for new unread emails
Classify – AI categorizes the email into the right bucket
Label – Applies Gmail label for search and visibility
Generate Reply – GPT-4 crafts draft email reply
Draft Email – Saves response in Gmail
Notify – Optional Slack message alerts for priority emails
Why This System Works
Inbox Clarity – Keeps your inbox categorized and organized
Human Quality Replies – AI-generated messages sound professional and personalized
Time-Saving Automation – Handles support, sales, internal ops, and finance without touching your inbox
Multi-Agent Architecture – Each email type is handled by a specialized GPT-4 prompt
Real Time Reactions – From email receipt to Slack notification in under a minute
By Muhammad Bello