Email management for agencies across every client mailbox
InboxManager brings email management for agencies and consultants into every mailbox you work from. Your own Gmail, the Outlook account a client gave you, the shared hello@ address: each one is sorted into the same five lanes, long threads get three-line summaries and replies are drafted in a consistent tone. You approve everything before it is sent.
An agency owner's email day
An agency owner or consultant rarely works from one inbox. There is the agency Gmail, a client's Microsoft 365 account set up for the duration of a project, maybe a second client's Google Workspace address, and a shared hello@ for new business. Each client writes in their own rhythm: feedback rounds on creative, approval chains for a campaign launch, invoices, scope questions and the occasional late-evening request marked urgent. Switching between mailboxes all day makes it easy to miss the one message that matters.
Where agency email gets expensive
- 01 Client messages are spread across two, three or more mailboxes on different platforms.
- 02 Feedback threads with five people on the client side are slow to untangle before you brief the team.
- 03 Replies to clients need a consistent, professional tone, even when written at the end of a long day.
- 04 Scope creep hides in email: a small extra request is easy to accept by accident.
- 05 Unpaid invoices and unanswered approvals stall projects because nobody follows up in time.
How InboxManager manages agency email, step by step
Picture a week with three active clients. You connect your agency Gmail, a client's Outlook and the shared hello@ address.
- 01 Monday 08:30. One daily briefing covers all three mailboxes. It lists two approvals you are waiting on, one invoice that is ten days overdue and a feedback thread that changed overnight.
- 02 Monday 08:40. A client's twenty-message feedback thread on a landing page has a three-line summary: the headline is approved, the hero image needs a new option, and the launch is set for Thursday.
- 03 Monday 09:00. A new request asks for "a quick extra banner set." Your rule says "Requests for extra deliverables get a reply draft that confirms scope and price before we start," and the draft is in Drafts.
- 04 Tuesday 10:00. The overdue invoice moves to Waiting with a polite follow-up draft. You send it from Gmail. Our guide on the follow up email for an invoice has more wording ideas.
- 05 Wednesday 17:30. A prospect writes to hello@ asking about a retainer. The shared inbox assigns it to your account lead, and collision detection keeps you from answering it at the same time.
Features agencies use most
- AI email organizer applies the same five lanes to every connected mailbox, through labels in Gmail and folders in Outlook, so each client's mail is sorted the same way.
- AI email response generator drafts replies in your agency's voice, learned from your sent mail, with a tone you can set per rule: Concise, Warm, Formal or Firm. Drafts go to Drafts, and there is no auto-send setting.
- AI email summarizer pulls the decisions, asks and deadlines out of long client threads before you brief your team.
- Email follow up reminder tracks approvals and invoices waiting on a reply and nudges you after the days you choose.
- Shared inbox software gives hello@ or new-business@ assignment and collision detection on Plus and above.
Works on both platforms
Agencies often need both. See how the Gmail AI assistant and the Outlook AI assistant work, and connect each mailbox through its official API with OAuth.
Which plan usually fits an agency
A solo consultant with two mailboxes usually starts on Starter: one owner and one assistant, two mailboxes, 6,000 emails triaged, 600 AI reply drafts and 400 thread summaries per month. For a consultant juggling client mailboxes, the yearly option is 288 USD, about 24 USD a month, while month to month is 49 USD and can be cancelled any time.
An agency team usually picks Plus or Pro. Plus covers up to five people, ten mailboxes, two shared inboxes and 2,000 drafts per month for 74 USD per month billed yearly or 149 USD month to month. Pro covers up to twenty-five people, forty mailboxes, ten shared inboxes and 6,500 drafts per month for 249 USD per month billed yearly or 499 USD month to month, with admin roles and an audit log.
Limits count what you use in each billing period and are shown in the app. Deleting mail or drafts does not restore the allowance, and there is no unlimited plan. See all limits on the InboxManager pricing page.
Client mail handled with care
Client mailboxes often carry contracts and confidential briefs. InboxManager uses minimum OAuth scopes, encrypts mail in transit and at rest, never uses mail to train AI models and deletes data when a mailbox is disconnected. When a project ends, disconnect the client mailbox and its data goes with it. Details are on our email data privacy page.
Agency questions about email management
Can I connect a client's Outlook and my own Gmail at the same time?
Yes. Each plan includes several connected mailboxes, and they can be on Gmail or Outlook in any mix. Starter includes two, Plus ten and Pro forty.
Will client mail be mixed between mailboxes?
No. Each mailbox keeps its own messages, labels or folders and drafts. The daily briefing shows them together for you, but nothing moves between mailboxes.
Can my team draft replies to clients?
Yes. Team members draft under the permissions you set, and replies are sent only after a person approves them. InboxManager never sends anything on its own.
What happens when a client project ends?
Disconnect the client mailbox. InboxManager stops processing it and deletes its data, as described in our privacy policy.