Every email enquiry becomes a tracked lead — and gets answered
Point it at a mailbox folder and it turns genuine enquiries into numbered leads in your pipeline, routes each to the right person on your team, and sends the enquirer one acknowledgement with their reference. One shared mailbox can even be split between country offices.
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A shared inbox is where enquiries go to die
Enquiries land in info@ or sales@ alongside newsletters, invoices and reply-all threads. Everyone assumes someone else has it. The genuine ones get buried, answered late, or answered twice — and nobody can say later who followed up or whether a reply ever went out.
Forwarding to a spreadsheet doesn't fix it: there's still no reference, no owner, no reply, and no record. The enquiry that mattered is three screens down by Monday.
This blueprint watches one folder and does the boring part perfectly — it tells a real enquiry from the noise, logs it as a numbered lead, routes it to the person responsible, and acknowledges the enquirer once. Nothing slips, and everything is on the record.
How it works
- 1
1. Connect the mailbox and pick a folder
Connect Microsoft 365, Gmail or any IMAP mailbox and choose the folder to watch. No new address for customers to learn, no developer, no change to how mail arrives.
- 2
2. It separates enquiries from noise
Newsletters, auto-replies, invoices and internal chatter are left alone. Only a genuine enquiry becomes a lead — so your pipeline stays clean.
- 3
3. Each enquiry becomes a numbered lead, routed to the right owner
It reads the message, picks the line of business, and assigns the owner from your People, Leave and Working-hours settings — then tells that person straight away.
- 4
4. The enquirer gets one acknowledgement
A single reply goes to the person who wrote in — with their reference and when to expect an answer. One, not three, and never to a no-reply form address.
What it does for you
A shared inbox becomes an accountable pipeline
Every enquiry has a number, an owner and a status. No more "I thought you had it."
One acknowledgement, never none and never three
Each new enquirer is replied to once with their reference — so they know they were heard, and your team never double-answers.
Split one mailbox between offices
Route South African enquiries to SA and the rest to the right desk — from one inbox, by your own rules.
Routed by your settings, not by luck
Owner, line of business and working hours come from your pipeline settings — the right person is told, at the right time.
No spam, no duplicates
Automated noise is ignored and the same enquiry is never logged twice.
A reference and an audit trail
Every lead carries a reference you can quote and a record of when it arrived and who it went to.
Why not just keep using the inbox?
| A shared inbox | A shared inbox | A helpdesk ticket tool | This blueprint |
|---|---|---|---|
Every enquiry logged with a reference | |||
Routed to the right owner automatically | |||
Enquirer acknowledged exactly once | |||
Tells a real enquiry from the noise | |||
Split one mailbox between offices | |||
No new address, no developer |
Pricing that scales with your volume
Every tier runs the same engine — higher tiers raise the limits and add channels. Nothing is crippled on purpose.
Common questions
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About this Blueprint
For: any business that takes enquiries by email.
What it does: watches the mailbox folder you pick. Before any AI runs, a deterministic check settles what it can know for certain: mail from your own domains, submissions from your website form, known marketing platforms, bulk markers and automated senders. Everything else is read against a rubric that asks one question first — is this person asking us to do work, or is someone selling to us, telling us something, or asking us for a job? Marketing mail, statutory notices and job applications are kept out of the pipeline and the reason is recorded. Each genuine enquiry becomes a lead with its own reference, the platform picks the line of business (an email alias on a line routes directly) and the person responsible, and tells them itself. The enquirer gets one reply with their reference (someone who used your website form gets it at the address they typed, not the form's; you can switch form replies off when your website already sends one); later mail about the same open lead is added to it without another reply, so an out-of-office can never start a loop. When a colleague forwards you an enquiry, the lead is the original enquirer (not your colleague), and the reply tells your colleague it has been captured and who has it. Emails from LinkedIn, or forwarded from LinkedIn, are left alone: the LinkedIn capture blueprint handles those, so both can watch the same folder.
You set up: the mailbox and folder (point it at a folder, not your whole inbox, when you start), the lead pipeline, your People, Lines of business and Working hours.
Optional: addresses you always capture (a colleague mailbox that passes enquiries on), and a country split: install it once per office on the same mailbox, each taking its own countries' mail, with one catch-all for the rest.
Technical specs
Tags
Want it built for you?
Our team handles strategy, integration, and training. You focus on running the business.
Starting from $1,997
Stop losing enquiries in the inbox
Connect a mailbox, pick a folder, and let every genuine enquiry become a numbered lead that reaches the right person and gets answered.