AI-Powered EmailFiltering Automation

Transforming import/export business operations with intelligent email processing and automated report generation

Executive Summary

An import/export electronics business was spending significant daily time manually processing 70-80 enquiry emails with mixed format attachments. Our AI-powered automation eliminated hours of repetitive work, reduced errors, and delivered automated daily reports to stakeholders.

70-80
Emails Processed Daily
95%
Manual Work Eliminated

The Challenge

High Volume & Mixed Formats

70-80 emails daily with attachments in PDFs, XLSX, DOCX, and tables in email bodies with inconsistent layouts and embedded images.

Manual Processing

15 people manually parsed and consolidated enquiries daily - slow, expensive, and error-prone.

Data Quality Issues

Product names, model numbers, quantities, and prices were inconsistent across vendors requiring normalization and categorization.

Timing & Distribution

Stakeholders needed consolidated, clean reports every morning; manual consolidation delayed insights and decisions.

Solution Overview

Automated Workflow

  • Gmail integration with automated email monitoring
  • AI-powered attachment parsing for multiple formats
  • Intelligent categorization and confidence scoring
  • Real-time Google Sheets integration
  • Automated daily report generation and distribution

Key Features

  • Human-in-the-loop for low-confidence items
  • Complete audit trail and provenance tracking
  • WhatsApp and email distribution
  • Scalable architecture for growing volumes
  • Secure credential management

Results & Impact

6-13
Person-Hours Saved
Per Day
92-97%
Parsing Accuracy
After Tuning
5-10%
Manual Review
Edge Cases Only
18:30
Daily Report
Auto Delivery

Quantitative Benefits

  • • Reduced manual processing from 5-7 hours to 1-2 hours daily
  • • 30-65 person-hours saved per week
  • • Zero manual consolidation required for daily reports
  • • Faster decision cycles with morning-ready reports

Qualitative Benefits

  • • Complete audit trail for every processed item
  • • Staff freed from repetitive tasks for higher-value work
  • • Single source of truth for inventory and quotes
  • • Improved business agility and responsiveness

Return on Investment

$120
Daily Savings
Based on 10 person-hours saved
$2,400
Monthly Savings
Conservative estimate
Rapid
ROI Timeline
Implementation pays for itself quickly

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