Automated Email Follow-Ups That Never Forget

AI Email watches your sent mail as well as your inbox. When an outgoing email asks a question, attaches a quote or invoice, requests a document, or needs a decision, the AI marks that thread as awaiting a reply. If no human response arrives within the threshold you set for that category, the thread joins the follow-up queue automatically — and it distinguishes real replies from auto-responders and out-of-office messages. You can also flag any thread manually, or set blanket rules, such as tracking every email sent from your quotes@ mailbox by default.

Completely. Every sequence is configurable per category: how long to wait before the first nudge, the gap between nudges, and the maximum number before it stops or escalates to you. A common setup is quotes nudged at day 3 and day 7, invoice reminders at the due date then 7 and 14 days overdue, and new leads chased within one business day. You also control sending windows, so nudges land on weekday mornings in your Australian time zone rather than at 2am, and you can cap follow-ups per recipient so a contact on three open threads is not bombarded.

Yes — this is the non-negotiable core of the system. The instant a genuine reply arrives on a tracked thread, the entire sequence is cancelled, even if the next nudge was seconds from sending. The AI is careful about what counts as a reply: an out-of-office pauses the sequence until the stated return date rather than cancelling it, and a delivery failure stops it and alerts you instead. You can add further stop conditions, such as ending an invoice sequence when the invoice is marked paid in your accounting software, or muting a contact flagged as do-not-chase.

Yes. The AI sends a friendly nudge as the due date arrives, then escalates the firmness gradually — polite reminder, direct request, then a final notice that flags the thread to you before anything stronger is said. Sequences stop automatically when the customer replies or, if you connect Xero or MYOB, when the invoice is marked paid. Unlike accounting-software reminders, which fire off the invoice status alone, AI Email reads the conversation — it answers or escalates a customer query and only resumes reminders if the thread goes quiet again.

No. The AI learns your writing style from your sent email, so nudges read like you dashed them off yourself: your greeting, your sign-off, your level of formality. Each one references the specific thread — the quote number, the job, the date you sent it — rather than a generic "just following up on my previous email". Wording varies between nudges, so the second never repeats the first word for word. If you want a safety net, set any category to draft-first mode: the AI writes the nudge and queues it for one-click approval instead of sending.

Yes, and most businesses use at least three rule sets. Quotes might get two polite nudges over a week with an offer to adjust scope; invoice reminders follow a firmer ladder tied to the due date; sales enquiries get chased within hours, because speed wins that race; internal emails might get one nudge or none. Each category carries its own timing, tone, nudge count, stop conditions, escalation path and auto-send-versus-draft setting. Categories are assigned automatically from content, recipient and mailbox — no manual tagging needed.