AI email management for an accounting firm

The context

A busy accounting firm in Verona was drowning in email. Over 100 messages arrived every day, and the secretary spent roughly two hours each morning just sorting and replying. Most of the emails were repetitive: deadline questions, document requests, status updates on ongoing files. The same answers, typed out manually, day after day.

The challenge

Important emails were getting buried under routine ones. Urgent client requests sometimes sat for hours because there was no way to tell them apart from the noise at a glance. The secretary was stuck doing low-value, repetitive work instead of focusing on tasks that actually needed a human touch. The firm needed a way to handle the volume without hiring additional staff.

The solution

We built an AI-powered email agent that plugs directly into the firm's existing workflow:

• Automatic classification of every incoming email by type and urgency level
• Pre-validated auto-replies for the most common FAQ categories, sent only when confidence is high
• Smart routing that forwards non-FAQ emails to the right person with a suggested priority tag
• Confidence threshold system so anything the AI is unsure about gets flagged for human review instead of answered automatically
• Daily summary report giving the team a clear overview of what came in and how it was handled

The results

Morning email handling dropped from about two hours to under 30 minutes. Not a single urgent email has been missed since deployment, thanks to the automatic classification layer. The secretary now spends that recovered time on higher-value activities like client follow-ups and document preparation. The firm handles more volume with the same team, and response times for routine questions went from hours to minutes.