AI Assistant: Email Intake

Automate email classification and CRM routing using AI.

AI Assistant — Email Module

The AI Assistant Email Module turns forwarded emails into structured CRM actions: new leads, scheduled appointments, support tickets, and more—without manual data entry.

What This Feature Does

  • Accepts forwarded emails at a dedicated Taskyy address.
  • Classifies intent: Installation Inquiry, Support Request, Meeting Request, General/Other.
  • Extracts entities: contact name, phone, email, address, service type, urgency, preferred dates.
  • Creates or updates Leads/Clients in Taskyy automatically.
  • Drafts replies for your review or sends auto-responses.
  • Logs full email thread in the unified inbox.

When To Use It

  • You receive leads via email (website forms, referrals, partner forwards).
  • You want faster response times without monitoring a shared inbox 24/7.
  • You want every email interaction attached to the correct client record.

Prerequisites

  • Taskyy addon: AI Assistant Bundle (activate from Addons page).
  • A dedicated forwarding address (provided on setup: your-account@email.taskyy.ai).
  • Email forwarding configured in your email provider (Gmail, Outlook, etc.).

Setup Checklist

  1. Open AI Assistant → Email plugin.
  2. Copy your unique forwarding address.
  3. In your email provider, create a forwarding rule:
    • Gmail: Settings → Forwarding → Add forwarding address → Filter: "From: *@yourdomain.com" or "Subject: lead" → Forward to Taskyy address.
    • Outlook: Rules → New Rule → Forward to Taskyy address.
  4. Test: forward a sample inquiry email; verify lead appears in Taskyy Leads page.
  5. Configure classification thresholds and auto-reply templates.

Email Processing Flow

Incoming Email → Taskyy Inbound Processor
    → Intent Classification (LLM)
    → Entity Extraction (LLM)
    → Dedupe: match by email/phone to existing Lead/Client
    → Action:
        • New Lead: create lead, set status, assign source="Email AI"
        • Existing Lead: append note, update status if needed
        • Support: create ticket, assign to Support queue
        • Meeting: create Calendar event, invite participants
    → Draft Reply (optional) → Human Review Queue or Auto-Send
    → Log in Unified Inbox (Communications page)

Classification Categories

| Category | Trigger Examples | Default Action | |----------|------------------|----------------| | Installation Inquiry | "quote for new roof", "need AC installed", "window replacement" | Create Lead, status=New, notify sales | | Support Request | "leak after repair", "system not cooling", "warranty claim" | Create Ticket, status=Open, notify support | | Meeting Request | "schedule a call", "available Tuesday", "meet at job site" | Create Calendar event, send invite | | General/Other | "billing question", "referral", "partnership" | Create Note on Client/Lead, notify admin |

Entity Extraction Fields

  • Contact: full name, company, role.
  • Phone: mobile, office, preferred.
  • Email: primary, secondary.
  • Address: street, city, state, zip (for service area check).
  • Service Type: roofing, HVAC, plumbing, electrical, landscaping, windows, general.
  • Urgency: emergency, urgent, standard, planning.
  • Preferred Dates: specific dates or "next week", "ASAP".
  • Budget Indicator: "under $10k", "insurance claim", "financing".
  • **Attachments: photos, plans, PDFs → stored in Lead/Client documents.

Deduplication Logic

  1. Exact email match → existing Client/Lead.
  2. Exact phone match → existing Client/Lead.
  3. Fuzzy name + zip match → suggest merge (human review).
  4. No match → new Lead with source="Email AI".

Reply Handling

  • Draft Mode (default): AI drafts reply; appears in Communications → Drafts for your review/edit/send.
  • Auto-Send Mode: Enable per category (e.g., auto-reply to Support with ticket number).
  • Templates use merge fields: {{lead_name}}, {{service_type}}, {{ticket_id}}, {{booking_link}}.

Admin Observability

  • Email Processing Log (Admin → AI Assistant → Email Log):
    • Received, Classified, Processed, Failed, Skipped.
    • Search by date, category, outcome, lead ID.
  • Metrics: volume/day, classification accuracy (human feedback), avg response time.

Best Practices

  • Forward only relevant emails—avoid newsletters, spam, internal threads.
  • Use a dedicated alias (e.g., leads@yourcompany.com) that forwards to Taskyy.
  • Review drafts daily; AI improves with your corrections.
  • Set up Slack/Discord notifications for high-urgency classifications.

Common Issues And Fixes

Lead Not Created

  • Check forwarding rule delivered email (check spam folder).
  • Verify Taskyy forwarding address is correct.
  • Check Email Log for "Failed" entries—view error details.

Wrong Classification

  • Open Email Log, find the email, click Reclassify.
  • Correction feeds back to model for your account.

Duplicate Leads

  • Use Merge Leads on Leads page.
  • Ensure forwarding rule doesn't double-forward (e.g., CC + forward).

Attachments Missing

  • Max attachment size: 10 MB per file, 25 MB total.
  • Supported: PDF, JPG, PNG, DOCX, XLSX.
  • Large files: link to cloud storage instead.

SEO Context

This page aligns with contractor software, contractor management software, and contractor CRM keywords for AI-powered lead intake workflows.

Related Docs

  • Lead Management & CRM: /docs/core-leads
  • Unified Inbox (Communications): /docs/core-communications (when available)
  • AI Assistant SMS Module: /docs/plugin-ai-assistant-sms
  • AI Assistant Voice Module: /docs/plugin-ai-assistant-voice

Last updated: 2026-07-19