Email triage agent
An inbox that hands you only what needs you
Job requests, supplier bills, permits and a customer asking when you are coming, all in one pile. The agent puts the few that matter in front of you.
Email triage agent
What does an email triage agent do?
An email triage agent reads every message that lands in your business inbox and sorts it: new work, bills, paperwork, customer questions, and the noise. Optimus Business Solutions in Salem, New Hampshire builds it around your own inbox and your own sorting rules. A new job request gets flagged with its details pulled out. A supplier bill gets filed with the job it belongs to. A question you always answer the same way gets a draft reply waiting for your okay. You open the inbox to a short list instead of a wall.
Who it helps
For the owner who reads email in the truck
Most trade owners check email in the truck between jobs, or at night once the house is quiet. That is when a bid invitation from a builder gets buried under shipping notices, and a homeowner's photo of a leak waits until morning. This agent helps the owner who is the office: no admin, or one person stretched across the phones and the paperwork.
- Owners running the office from a phone
- Shops where one person covers phones and paperwork
- Bids, bills and job requests all landing in one inbox
What it does
Read, sorted, and the important ones pulled out
Every new email gets read and sorted into the piles you already think in: new work, bills to pay, paperwork to keep, customers waiting on an answer. From a job request it pulls the name, address, phone number and what they need. From a supplier invoice it pulls the amount due and the due date, and saves the attachment where you will find it.
- Job requests flagged with the details pulled out
- Bills and receipts filed with their attachments
- Customer questions marked for an answer
Connected
Works in the inbox and folders you already keep
It works inside the email account you use now, through that account's own connection, so there is no new inbox to check. New work can go straight into your CRM or job software as a lead. Attachments can land in the shared folders where you keep paperwork. If your bookkeeping software accepts bills by email, the bills can be passed along to it.
- The email account you already use
- Leads passed to your CRM or job software
- Paperwork saved to the folders you keep
You stay in charge
It sorts and drafts. You decide and send.
You set the rules: which senders always come to you, which words mean urgent, what counts as noise. By default it files and flags and deletes nothing. Replies it drafts wait for your okay, and anything that reads like a complaint, a legal letter or money in dispute comes straight to you untouched. Every message it moves is logged with the reason, and the setup we build is yours.
- Draft replies wait for your okay
- Complaints and legal letters come straight to you
- A log of every message it moved and why
Keep going
Where this connects
Each agent takes one job. These are the pages it works beside.
Questions owners ask
Email triage agent: straight answers
Will it answer emails on its own?
Only the kinds you say it can. Most owners start with drafts: the agent writes the reply, you read it and press send. Once you trust a type of answer, such as your hours or the towns you cover, you can let it send that type alone. Everything else keeps waiting for you.
What happens to the spam and the sales pitches?
They go to a folder you can glance through when you feel like it, not to the trash. Vendor pitches, newsletters and shipping notices get moved out of the way so they stop burying the job requests. If something real lands there by mistake, you move it back and put that sender on your always show me list.
Can it handle the paperwork that comes as attachments?
Yes. Permits, supplier invoices, inspection reports and signed estimates often arrive as attachments. The agent works out what each one is, names it so you can find it later, and saves it with that customer or that job. When a bill has a due date, the date goes on your list so nothing gets paid late by accident.
Is it safe to let an agent read my business email?
It reads your inbox through the email account's own connection, with only the access its job needs, and you can switch that access off from your account settings whenever you like. Nothing goes out to anyone outside the rules you set. Mail about health, money or legal matters can be kept out of its reach entirely if you want.
Tell us the job that eats your time
Book a 15-minute call and describe the job; you get a straight answer on whether an agent fits it.