Every morning starts with half an hour of email
Before any real work starts, somebody sorts out what is urgent, what is an invoice and what is advertising.
Services / AI and processes
Email automation so the inbox stops running your day
An inquiry arrives sorted and with a draft reply attached. Confirmations, reminders and thank-you notes go out on their own. You only answer where a person is genuinely needed.
Draft prepared, a person sends
Works with Gmail and Outlook
Nothing goes out without a rule
What we hear about email
Four sentences we hear almost every week
Email is not the work. It is where the work waits. The problem is that it waits the same way every single day.
We answer inquiries with the same sentences
Price, timeline, what is included. We type the same thing every time; only the name changes.
Confirmations get forgotten
A customer paid, confirmed a slot or sent material. They hear back whenever someone remembers.
Something got stuck in the inbox
An inquiry from three days ago that nobody answered. We see it when it is already too late.
If one of those sounds familiar, we deal with it on the intro call: fifteen minutes, no obligation.
Book an intro call →What happens to one message
- Arrivesin a shared or personal inbox
- Gets sortedinquiry, invoice, support, other
- Draftof the reply, in your tone
- A person sendsafter reading or editing it
- Reminderif the customer does not reply within a day
What we automate in the inbox
Sorting, drafts and reminders without the manual work
We connect the inbox to rules and to your data. An inquiry is sorted, labelled, and given a draft reply built from your price list and your process. Confirmations, thank-you notes and reminders go out on their own. Anything that carries responsibility stays with a person. This is not email marketing that sends campaigns; this is the mail that arrives every day.
Sorting by type and urgency
Draft replies built from your price list and process
Automatic confirmations and thank-you notes
Reminders for mail nobody answered
Inquiries pushed into a spreadsheet or CRM
A daily summary of what is waiting
From the inventory to mail that sorts itself
Four steps from the inbox to the rules
- 1
One week of email, written down
We look at what arrives, how much of it, and what repeats. The list of rules comes out of that.
- 2
Rules and drafts
We write down what is sorted where, what gets a draft, and what goes out on its own. The drafts are in your tone.
- 3
A pilot in parallel
For a few days the system only sorts and prepares while people send. We correct whatever is off.
- 4
Launch and oversight
You get a daily summary of what is waiting, and a written note on how to change the rules yourself.
If you do not receive enough email for automation to pay for itself, we say so before the proposal.
Tell us how much mail you get →What email automation is not
It is not an auto-responder that answers everything
A system that answers everything eventually answers wrongly. So only what follows a rule goes out: a confirmation, a thank-you note, a reminder. A reply to an inquiry is prepared as a draft and sent by a person.
Email automation is also not email marketing. It does not send campaigns and it does not build a list. It organises the mail you receive. If you are looking for sequences and campaigns, that is email marketing.
The rules need somebody on your side to look at them after a month and adjust. A system nobody watches is, three months later, sorting by rules that no longer match reality.
What gets automated in an inbox most often
- Sortinginquiry, invoice, support
- Draftsfrom the price list and the process
- Confirmationsof payment, of a slot, of material received
- Remindersfor mail with no reply
What sets the price
What email automation costs depends on this
Work is billed at 35 EUR per hour or by proposal. How many hours the setup takes is decided by the points below.
The form below asks about exactly these things. The more you tell us, the more precise the proposal will be. Indicative prices for every service are on the price list.
Fill in the inquiry →The exact figure for your case arrives within a day of the call, itemized and with no hidden costs.
Book an intro call →Why Aithena
Four reasons, and the first is that nothing goes out without a rule
Email is the most personal channel you have, which is why we automate it carefully.
Nothing goes out without a rule.
Only confirmations, thank-you notes and reminders send themselves, and only under a rule you can see. Everything else is sent by a person.
Measured, not estimated.
That figure comes from a broader process automation at one client rather than from email alone. We measure email the same way: an inventory before and after, so the saving is shown in hours.
The rules stay yours and stay readable.
You get a written record of what is sorted where and how to change a rule yourself. We do not sell a black box.
We say when it is not worth it.
At ten messages a day, automation does not save enough. We say so before the proposal.
On the intro call we look at one week of your mail and say what would sort itself and what would get a draft.
Book an intro call →Aithena has been beside me on this business road for years. Always reachable, always ready to help and to listen.
Mihaela RupnikTourSlove
What you receive
After the work the inbox no longer runs your day.
Mail sorts itself, the common replies are already drafted, and what matters reaches you.
Immediately
A review of message types
We look at what arrives every day and what gets answered with the same sentences.
During the work
Rules and prepared replies
We set up the sorting, the draft replies and the reminders, so nothing gets stuck.
At handover
Less time spent on routine mail
What remains is a readable inbox and a written record of what the system does alone and what you approve.
Fit
Let us also say when it is not worth it
We would rather tell you openly when a service is not right for you than have you spend money on something that will not work.
Good fit
Worth doing if
- the morning starts with half an hour of email
- you answer the same questions with the same sentences
- messages get lost between folders
Wrong timing
Wait if
- there is little mail and keeping track is not a problem
- every reply is genuinely different
- you do not want the system to send anything without approval
Questions
Short and clear answers
Answers to the questions we hear most often before an engagement starts.
Question not on the list?
Email marketing sends campaigns and sequences to a list. Email automation organises the mail you receive: sorting, drafting, confirmations and reminders. The first one sells; the second one saves time.
Only with confirmations, thank-you notes and reminders, under a rule. A reply to an inquiry is prepared as a draft, then read and sent by a person.
Yes, with Gmail, Google Workspace and Outlook, including shared inboxes such as info@.
One week of mail recorded, then the rules, then a few days of piloting. Usually two to three weeks to launch.
Work is billed at 35 EUR per hour, or by a proposal that comes out of the inventory. The price is set by the number of inboxes, message types and integrations. Indicative prices are on the price list.
The system processes only what it needs for sorting and drafting, the access is in your name, and the processors are named in the privacy policy. Where your customers’ data is involved, the two sides conclude a data processing agreement.
Any message can be moved by hand and the rule can be corrected by you. In the first weeks we review that together.
Book a call
Tell us where you are and we will set up a call
The intro call takes about fifteen minutes. We look at your situation and say what is worth doing first.
You receive an itemized proposal the same or at the latest the next working day after the call, not a week later with different numbers. If we judge that the service is not worth it for you, we say so before the proposal.
- We reply every day between 9:00 and 21:00 Central European Time
- No lock-in and no subscription to talk
- If we cannot help you, we say so straight away
Prefer to call? +386 70 743 718, WhatsApp or info@aithena.co
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