Email automation for Gmail and Outlook, auto reply, outreach, and follow-up tracking
Linkence listens for new mail on connected Gmail and Outlook mailboxes, classifies what each thread needs, drafts replies from your indexed knowledge, runs personalised outreach campaigns, and surfaces follow-ups that have gone quiet, with humans approving anything sensitive before it goes out.
LINKENCEEmail automation
A new inbound thread arrives in a connected Gmail or Outlook mailbox
The thread matches your policy, tone, and knowledge-base guidance
Draft a grounded reply, label the thread, and escalate anything outside policy to a human
Listening · 37 replies drafted this week
Far more than Gmail templates
Static templates and rules can acknowledge a message, but they cannot read the thread or your latest policies. Linkence is built for high-volume shared mailboxes, support aliases, sales inboxes, vendor queues, founder mail, and operations groups, anywhere static replies stop working.
Gmail watch and Microsoft Graph subscriptions keep evaluation close to incoming mail in real time. Classification and drafting use the same indexed knowledge and access controls as the rest of Linkence.
Inboxes Linkence email automation is built for
It works for any business inbox where messages need triage, drafting, escalation, or follow-up tracking.
- Customer support inboxes
- Sales and renewal inboxes
- HR and people operations inboxes
- Vendor and procurement inboxes
- Finance and billing inboxes
- Founder or executive-assistant inboxes
- Internal operations queues
Email intents Linkence can recognise
- Reply needed
- FYI only
- Support request
- Sales inquiry
- Renewal or procurement follow-up
- Billing or invoice question
- Escalation
- Sensitive or policy-risk message
- Internal approval request
What Linkence email automation does
- Classifies inbound Gmail and Outlook threads
- Applies labels such as reply needed, FYI, billing, support, sales, escalation
- Drafts replies from policies, FAQs, tickets, and prior threads
- Detects follow-ups that have gone quiet
- Escalates sensitive or low-confidence messages to a human
- Hands off to Actions when an email needs a Jira task or a Slack update
Outreach mode that runs at campaign speed with single-rep care
Outreach mode turns the same engine toward AI-assisted lead discovery and personalised bulk sending from your connected Gmail account. Drafts pull from real account context, prior conversations, and your approved messaging, so every send still feels like a person wrote it.
Send pacing, throttling, and policy guardrails keep your domain safe. Reps still review the batch before it goes out; sensitive segments can route to a manager first.
- AI-assisted lead discovery from your connected mailbox and CRM context
- Personalised drafts grounded in account history, not generic mail-merge tokens
- Manager approval gates on sensitive or high-volume batches
- Clear send pacing and reply tracking
Follow-up tracking, the second touch that closes deals and saves customers
Linkence surfaces threads that need a second touch, sales conversations that went silent after a demo, support promises that have not been delivered, procurement requests waiting on documents, and internal approvals stuck in someone's inbox. Owners see what is slipping before the customer notices.
Grounded drafts, classifications, and escalation
Linkence classifies mail by intent, applies labels or categories, drafts replies, and uses uploaded policies, previous threads, and indexed documents as grounding. When confidence is low or content looks sensitive, the flow stops short of sending and flags the thread for human review.
This is policy-aware, knowledge-grounded email automation, not a vacation responder.
Examples by team
Support inbox: classify support emails, draft product-specific replies, escalate angry or high-value customers, and track promised follow-ups.
Sales inbox: surface silent prospects, draft personalised follow-ups, and remind account owners before renewals or procurement deadlines slip.
HR inbox: draft replies for leave, onboarding, payroll, policy, and access questions using approved HR docs.
Finance inbox: classify invoices, payment follow-ups, vendor questions, and approval requests.
Example prompts your team can run
- “Which customer emails need a reply today?”
- “Draft a response to this support email using our refund policy.”
- “Find every renewal conversation with Acme from the last 30 days.”
- “Summarise unread vendor emails and classify them by urgency.”
- “Which Gmail threads mention pricing, procurement, or contract review?”
- “Flag sensitive payroll threads for human review before any reply is sent.”
- “Draft an outreach batch to last month's webinar attendees and pause it for my review.”
Best-fit teams
This capability is most useful for:
- Shared mailbox owners who need real classification and drafts, not static auto-replies
- Sales and renewals teams running outreach and watching silent threads
- HR and finance teams answering repeated policy and billing questions
- Operations queues coordinating vendors and internal approvals
Common workflows
Classify inbound email automatically
Route messages into reply needed, billing, support, sales, FYI, escalation, or your own custom labels based on the thread content and your instructions.
Draft auto replies from your company knowledge
Generate a response from the Gmail or Outlook thread plus your policies, FAQs, product docs, tickets, and Drive or SharePoint files.
Run grounded outreach campaigns
Discover relevant leads, draft personalised messages from real account history, and route batches through manager approval before send.
Catch follow-ups before they slip
Find threads where a prospect, customer, vendor, or internal owner needs another touch, and prepare the next response for review.
Frequently asked questions
- Is this only for out-of-office replies?
- No. Linkence email automation handles policy-aware business mail, classification, grounded drafting, escalation, outreach campaigns, and follow-up tracking across your connected Gmail and Outlook mailboxes.
- Will Linkence send mail without a human?
- You control the posture. Sensitive sends can require explicit approval. Labels and drafts can run automatically while outbound send waits for a person.
- Does this work for Gmail shared inboxes?
- Yes. Shared and functional mailboxes can connect with the right permissions, so triage, drafts, and labels apply to the queues your team monitors.
- How does follow-up detection help sales?
- It surfaces silent threads and renewal risks so reps and managers can step in before the deal stalls.
- Is outreach safe for our domain?
- Outreach uses your connected Gmail account, sensible send pacing, and approval gates on large or sensitive batches. You stay in control of who is contacted and how often.