Email management tools for virtual assistants
InboxManager is an email management tool for virtual assistants who triage inboxes for executives, founders and small teams. It sorts each client's mail into five lanes inside their own Gmail or Outlook, prepares reply drafts in the client's voice, and keeps you inside permissions the client sets. You review and the client approves. Nothing is sent automatically.
Paste an email and watch it get sorted
- Nothing is sent without your OK
- Your mail is never used to train AI models
- Works inside Gmail and Outlook, no new email app
Your email, sorted
Your email, sorted
Category
Summary
Action items
- Due
- Suggested follow-up
- Sample inbox, fictional senders
-
Hi Priya, thank you for letting us know, and sorry about the mix-up with your Field Jacket.
Draft generated by InboxManager demo
Create your account to read the full draft, edit it and copy it into your mailbox.
Create accountWrite a reply draft
Priya Raman
Refund for order 48213, wrong size delivered
Summary
- Priya Raman received size L instead of the Field Jacket in size M from order 48213.
- She wants a full refund of 189 USD to her original card, not an exchange.
- The jacket is unworn with tags, and she needs an answer by Friday.
Sort your real inbox with InboxManager
Connect Gmail or Outlook and every new email gets a lane, a summary and a draft waiting for your OK.
USDper month
A sorted inbox at a glance
Every new email lands in one of five lanes, with a one-line reason next to it.
| Sender | Subject | Lane | Reason |
|---|---|---|---|
| Marcus Holt | Following up on the Q3 update | Important | Investor asks for numbers before Thursday's partner meeting |
| Priya Raman | Refund for order 48213 | Needs reply | Customer wants a return label and refund date by Friday |
| Brightline Supply | Invoice INV-20931 due October 24 | Needs reply | Vendor invoice due in five days, payment not yet confirmed |
| Elena Cruz | Re: Contract redlines | Waiting | You sent redlines Monday and she promised comments this week |
| Sam Whitaker | Re: Podcast guest slot | Waiting | Producer is checking dates and will confirm |
| Product Weekly | This week in SaaS pricing | Newsletters | Subscribed digest, nothing to act on |
| Team Calendar | Weekly planning moved to 10 am | Important | Internal schedule change that affects tomorrow |
| Growth Leads Co | 50 qualified leads a week, guaranteed | Spam and cold pitches | Unsolicited lead generation pitch, no draft written |
What running client inboxes really costs you
A virtual assistant with four or five retainer clients opens four or five inboxes before breakfast. Each one has its own priorities, its own tone and its own list of people who must never wait. The hours go to rereading threads, rewriting the same polite decline and remembering who owes whom a reply.
Where client inbox work slows down
- 01 Every client writes differently, so each draft starts from a blank page.
- 02 Long threads must be reread before you can answer or brief the client.
- 03 Promised replies and chasers live in your head or a spreadsheet.
- 04 Per-seat tools charge you a full seat per client mailbox, which eats the retainer margin.
- 05 Clients want control, so you need access they can limit and see.
How a virtual assistant uses InboxManager, step by step
Picture an assistant covering a founder and an operations director.
- 08:30. The founder's daily briefing lists two investor messages, one contract question and three threads waiting on others for over four days.
- 08:45. A long scheduling thread has a three-line summary with the agreed options, so you confirm the slot instead of rereading.
- 09:15. A routine vendor question gets a draft in the founder's voice. You adjust a line and send it for approval.
- 11:00. A chaser for a late reply is prepared automatically once the number of days you set has passed.
- 14:00. Newsletters and cold pitches have already moved to their own lanes, so you never open them.
The client decides what is approved and sent.
Features virtual assistants use most
- AI email organizer sorts every new message into Important, Needs reply, Waiting, Newsletters and Spam and cold pitches, using Gmail labels or Outlook folders.
- Email delegation to an executive assistant gives you access limited to the mailboxes and actions the client allows, with changes recorded.
- AI email response generator learns each client's voice from sent mail, with a tone you can set per rule.
- AI email summarizer turns a long thread into decisions, asks and dates.
- Email follow up reminder tracks every thread where a client is waiting on someone.
Works in the mailbox your client already uses
Clients keep Gmail or Outlook. See the Gmail AI assistant and Outlook AI assistant pages for how sorting looks in each, and how it compares with per-seat tools on the best AI email assistant page.
Which plan usually fits a virtual assistant
One client and one assistant usually fits Starter: one owner and one assistant, two mailboxes, 6,000 emails triaged, 600 AI reply drafts and 400 thread summaries per month. It costs 288 USD for the year, about 24 USD a month, or 49 USD month to month.
An assistant who covers several clients usually picks Plus or Pro. Plus covers up to five people and ten mailboxes with 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 and forty mailboxes for 249 USD per month billed yearly or 499 USD month to month, with admin roles and an audit log.
Pricing is per workspace, so adding yourself next to a client does not add a seat. Limits count what you use in each billing period. Compare all limits on the InboxManager pricing page.
Client access stays under client control
InboxManager connects through the official Google and Microsoft APIs with OAuth and asks for minimum access. Mail is encrypted in transit and at rest, never used to train AI models and deleted when a mailbox is disconnected. An audit log records sorting, drafts, approvals and delegation changes. Details are on our email data privacy page.
Virtual assistant email questions
Can one workspace cover several clients?
Yes, within the mailbox and seat limits of your plan. Starter covers two mailboxes, Plus ten and Pro forty, and each mailbox keeps its own lanes and voice.
Does InboxManager send emails to my client's contacts on its own?
No. It only creates drafts and a message is sent only when you or the client press send. There is no auto-send setting.
Does the client have to change email apps?
No. Everything shows as labels in Gmail or folders in Outlook, so the client keeps the mailbox they already use.
Can the client limit what I can do?
Yes. Delegation lets the client choose the mailboxes and actions you can use, and changes are recorded in the audit log.