AI email organizer that sorts your inbox before you open it
InboxManager is an AI email organizer that reads every incoming message in Gmail or Outlook and places it in one of five lanes: Important, Needs reply, Waiting, Newsletters, and Spam and cold pitches. It works with labels and folders in the mailbox you already use, so you open your inbox and see a short list of what needs you, not three hundred messages in the order they happened to arrive.
Five lanes that replace one endless list
Most inboxes are sorted by time, which is the least useful order there is. A renewal question from your largest customer sits between a webinar invite and a shipping notification, and you find it only after reading both. InboxManager sorts by what each message asks of you. Every email lands in exactly one lane, and the lane appears as a Gmail label or an Outlook folder, so it shows up on your phone, your laptop and any other app connected to the same account.
- 01 Important holds messages from people and topics that matter to you right now, such as customers, investors, your board, your manager and active deals.
- 02 Needs reply holds messages where someone is waiting on an answer from you, with the ask stated in one line.
- 03 Waiting holds threads where you replied and the other side owes you something.
- 04 Newsletters holds subscriptions, product updates and digests you read on your own schedule.
- 05 Spam and cold pitches holds unsolicited sales emails, link requests and bulk outreach that slipped past the provider filter.
How the AI email sorting decides
InboxManager does not sort on keywords alone. For each message it looks at the sender and your history with them, whether you have written to this person before, how quickly you usually answer them, what the message actually asks for and whether a deadline is mentioned. A short email from an address you have never replied to that offers to "boost your rankings" goes to Spam and cold pitches. A two-line note from a customer you emailed last week that says "can we move the call to Thursday" goes to Needs reply, even though it contains no urgent words. When the AI is unsure, it chooses the more visible lane, because a message shown once too often costs you a second, while a message hidden by mistake can cost you a deal.
Rules in plain English for the cases you care about
The default sorting covers most mail, and rules handle the rest. You write a rule the way you would explain it to a new hire, and InboxManager turns it into sorting behavior. There is no condition builder and no regular expressions.
- 01 "Invoices from vendors go to Finance and remind me Friday."
- 02 "Anything from our law firm is Important, even if it is a newsletter."
- 03 "Recruiter emails go to Spam and cold pitches unless they mention the role we posted."
- 04 "Messages from the board go to Important and get a summary at the top of my briefing."
Each rule shows a preview of the last messages it would have matched before you save it, so you can see what changes before anything moves.
A Monday morning with the email triage software
Picture the founder of a 30-person design studio who opens Gmail at 8:10 on Monday with 214 unread messages from the weekend. Before InboxManager, the first forty minutes went to scrolling. With it, the inbox shows nine messages in Important and six in Needs reply. One of the six is a client asking for revised dates on a rebrand, and next to it sits a reply draft that proposes Wednesday and Friday, written the way the founder normally writes. Newsletters holds 61 messages, Spam and cold pitches holds 88, and the rest are receipts and notifications filed by a rule the founder wrote once: "Receipts go to Finance, no reminder." The founder reads fifteen messages, approves four drafts and is done before nine.
What happens when you move a message
Sorting learns from your corrections. If you drag a message from Newsletters to Important in Gmail or move it to the Important folder in Outlook, InboxManager treats that as a signal for that sender and that kind of message. You do not need to train anything or answer questions. After a few corrections, a weekly report from your accountant that used to land in Newsletters goes straight to Important, and it stays there.
Email organization software that stays inside your mailbox
InboxManager connects through the official Google API and Microsoft Graph with OAuth, the same sign-in flow you use for any trusted app. There is no new email client to learn and nothing to install on your team's computers. Labels and folders are created once and keep their names, so filters, mobile apps and shared calendars keep working. If you disconnect, the labels stay and your mail stays exactly where it is. Details on access and storage are on the email data privacy page, and setup steps for each provider are on the Gmail AI assistant and Outlook AI assistant pages.
One automatic email manager, connected to everything else
Triage is the first step for every other feature. Messages in Needs reply get a draft from the AI email response generator. Threads in Waiting are tracked by the email follow up reminder so nothing goes quiet. Long conversations in Important get a three-line AI email summarizer view, and every lane feeds your daily email briefing.
Emails triaged on each plan
Every plan includes triage for all connected mailboxes, counted as emails sorted in the billing period. Deleting a message after it is sorted does not return it to the count. If you need more, a higher plan raises the limit, and the current usage is always shown in the app.
| Plan | Emails triaged per month |
|---|---|
| Starter | 6,000 |
| Plus | 20,000 |
| Pro | 60,000 |
| Enterprise | 190,000 |
Mailbox and user counts for each plan are on the pricing page.
Does the AI email organizer delete anything
No. InboxManager only applies labels in Gmail and moves messages between folders in Outlook. It never deletes mail, never empties trash and never unsubscribes you from anything on its own. Spam and cold pitches is a lane you can review at any time, and every message there can be moved back with one drag.
Can I rename the lanes or add my own
You keep the five lanes because the rest of the product relies on them, but you can add as many extra labels or folders as you like through rules, such as Finance, Hiring or a folder per client. A message that matches one of your rules goes to that label and still counts toward the lane it belongs to.
How fast are new emails sorted
New messages are sorted within a minute or two of arriving in most cases. Large backlogs, such as the first sort of an inbox with years of mail, are processed in the background, newest first, so today's mail is in order long before the archive is.
Will my team see the labels
Labels and folders belong to the mailbox they are created in. If you connect a personal mailbox, only you see them. For a team address such as sales@ or support@, use the shared inbox software available on Plus and higher plans.
Open your inbox to a short list
Connect Gmail or Outlook, keep the app you already use and let InboxManager sort the rest. Nothing is sent without your approval.