Email triage for marketing and communication agencies
An agency project manager’s inbox is a pinball machine: client requests, creative back-and-forth, proof approvals, platform notifications. The real urgencies — an unhappy client, an awaited proof — drown in the rest. The agent sorts and surfaces what commits the agency.
In your day-to-day
- 01
Detecting proof approvals and feedback, with automatic follow-up of the client the schedule depends on.
- 02
Routing client requests to the right project manager, with the account and deliverable concerned identified.
- 03
Priority flagging of client-dissatisfaction signals, before irritation turns into a termination notice.
A typical scenario
Eight shared key-account inboxes plus the contact address: 300 messages a day, where binding approvals coexist with the platforms’ automated notifications.
- 01
A client reply mixes three subjects — a creative remark, a media question, an invoice: the message is split and each part routed to the right person, original thread linked.
- 02
An “OK by me” buried twelve messages deep in a thread is recognised as proof approval: timestamped, recorded, schedule moved forward.
- 03
Among platform notifications, the ad rejection blocking a campaign is separated from the newsletters — one escalates urgently, the others archive themselves.
What changes
Whatever commits the agency — approvals, feedback, delivery refusals — surfaces within the hour, and nothing contractual sleeps in a conversation thread anymore.
Order of magnitude
Working assumptions
- →around 6,000 messages per month across the shared inboxes
- →25 seconds of manual reading and dispatching per message
Some 40 hours of monthly sorting erased — and a missed-approval risk trending to zero, which is often worth more than the hours.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The first days of every month vanish into Meta, Google Ads and GA4 screenshots for reports clients skim.
- →
Fees are chased badly when the debtor is also the client you cannot afford to upset mid-campaign.
- →
A runaway media budget or broken tracking surfaces at the next report — after thousands of euros spent for nothing.
How it works
- 1
Measure before sorting
We start by measuring the real flow: who writes, about what, what actually needs action. Sorting rules are built on that data — not on impressions.
- 2
Sort, extract, route
The agent classifies each message, extracts the useful data (references, amounts, deadlines) into your tools, and routes to the right person. Urgent items are flagged within minutes.
- 3
Answer the recurring
Acknowledgements, document requests, standard questions: the agent replies on its own within the approved fence. The rest lands pre-qualified in your team’s queue.
Typical results
95%
of messages classified and routed with no human involved
4 min
between an urgent message arriving and being flagged
0
client requests lost in the pile
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Every project manager runs their inbox their own way — how does the agent fit in?+
It does not reorganise personal inboxes: it starts on the shared ones (contact, client accounts) and proposes a sorting anyone can follow. Adoption comes from usefulness, not constraint.
Can it chase a client who owes us a proof approval?+
Yes, it is an ideal case: a courteous reminder at D+2 then D+5, with the deliverable link, and an alert to the project manager if the silence threatens the schedule. Administrative chasing stops wearing down the relationship.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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