Executive email management with your assistant in the loop
InboxManager brings executive email management into the Gmail or Outlook mailbox you already use. AI sorts every message, writes three-line summaries of long threads and prepares reply drafts in your voice. Your executive assistant reviews and refines them with the permissions you grant, and you approve from your phone between meetings. Nothing is sent without your OK.
An executive's email day, from the first meeting to the last
An executive spends most of the day in meetings, so email happens in gaps of five or ten minutes. In those gaps the inbox offers a board chair asking for a view on a pricing change, a key account escalating a delivery problem, a department head waiting on budget sign-off, an analyst requesting an interview, and two hundred internal updates copied to you for visibility. The assistant sees the same flood from the other side and has to guess which messages you want to handle yourself.
Where executive email breaks down
- 01 Decisions wait because the one message that needs you is buried under messages you were only copied on.
- 02 Long threads with legal, finance and a customer take too long to read on a phone.
- 03 Your assistant drafts replies, but sending them under your name feels risky without a clear approval step.
- 04 Two people work in one mailbox without knowing who answered what, so replies get duplicated or missed.
- 05 Promises made in email, such as "I will get back to you by Monday", slip because nobody tracks them.
How InboxManager runs an executive inbox, step by step
Picture a Wednesday with seven meetings. You connect your Outlook through Microsoft Graph with OAuth, invite your assistant and set what they may do.
- 06:30. Your daily briefing arrives. It lists four messages that need a decision from you, six threads waiting on others and two deadlines this week, each with a three-line summary.
- 07:10. An escalation from a key account lands in Important. Your assistant opens the summary, checks the delivery date with operations and refines the AI draft. The draft waits for your approval.
- 09:55. Between meetings you open the approval card on your phone, change "next week" to "by Friday" and send it.
- 11:20. A request to speak at an industry event moves to Needs reply with a polite decline draft, because your rule says "Speaking invitations get a decline unless they come from our top customers."
- 16:40. A budget thread you sent to the finance lead on Monday has no answer. InboxManager moves it to Waiting, reminds your assistant and prepares a short follow-up for you to approve.
Features built for executives and their assistants
- Email delegation to an executive assistant lets your assistant triage, label and draft in your mailbox under permissions you control. You decide whether they can only draft, or also send messages you have approved. Every action is recorded in the audit log.
- AI email summarizer gives you three lines per thread with the decision, the ask and the deadline, which is what you need on a phone screen.
- AI email organizer sorts mail into Important, Needs reply, Waiting, Newsletters, and Spam and cold pitches, so messages you were only copied on stop competing with messages that need you.
- AI email response generator writes drafts in your voice, learned from your sent mail, and saves them to Drafts. There is no auto-send setting.
- Daily email briefing sends one email at the time you choose with decisions, waiting threads and deadlines.
Rules you can write like a brief to your assistant
"Messages from the board and our top ten customers go to Important with a summary." "Internal updates where I am only copied go to Newsletters." "Anything from legal with a contract attached reminds me the same afternoon." InboxManager applies these rules to every new message, and your assistant can edit them if you allow it.
Which plan usually fits an executive
An executive working with one assistant 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, and one daily briefing per user per day. An executive and assistant pair pays 49 USD per month, or 288 USD up front for the year, which halves the monthly cost to 24 USD.
A leadership team that wants the same setup for several executives and their assistants usually picks Plus or Pro. Plus covers up to five people and ten mailboxes with 20,000 emails triaged per month. Pro covers up to twenty-five people and forty mailboxes with 60,000 emails triaged, 6,500 drafts and 3,500 summaries per month, plus admin roles and data retention settings. Pro costs 249 USD per month billed yearly or 499 USD month to month.
Usage is counted per billing period and shown in the app. Deleting messages or drafts does not restore the allowance, and no plan is unlimited. Compare every limit on the InboxManager pricing page.
Confidential mail handled with care
Executive mail carries board material, deal terms and personnel matters. InboxManager uses minimum OAuth scopes, encrypts mail in transit and at rest, never uses your mail to train AI models and deletes your data on request or when you disconnect. Admins can set data retention. Read how we handle email data privacy, and see the full inbox management flow.
Questions about executive email management
Can my assistant send emails as me?
Only if you allow it. By default your assistant can triage and draft, and you approve each message. You can also let them send drafts you have already approved. InboxManager itself never sends anything on its own.
Can I approve drafts from my phone?
Yes. Drafts sit in your normal Drafts folder in Gmail or Outlook, so you can open, edit and send them from the mail app on your phone.
Does my assistant see everything in my mailbox?
Your assistant sees what the permissions you set allow. You can limit them to certain lanes or labels and change permissions at any time. Each action they take appears in the audit log.
Does InboxManager work with Microsoft 365 and Google Workspace?
Yes. It connects to Outlook in Microsoft 365 through Microsoft Graph and to Gmail in Google Workspace through the official Google API, both with OAuth.