How does a mailbot work?
Mail bots (email bots) automate the processing of incoming emails using NLP and AI. They read messages, understand the content, recognize the issue (e.g. invoice, cancellation, malfunction, change of address), and then trigger appropriate actions: from automatic replies to forwarding to the right team, including clean classification and prioritization. Unlike chatbots, emails are often longer, more unstructured, and contain attachments or multiple topics in a single message. A good mailbot can therefore not only "respond", but also extract information (customer number, contract data, meter reading), assign documents/attachments, and trigger processes in connected systems (e.g. ticketing, CRM, ERP).
Typical proces of automated mail processing
Typical use cases for mailbots
Classification & routing: Automatically assign emails to categories and forward them to the right place
Auto-replies to standard inquiries: e.g. payment deadlines, contract documents, status inquiries
Terminations & contract changes: Record, confirm, and initiate follow-up steps in a structured manner
Fault reports: Record, prioritize, create tickets, and escalate
Invoice & reminder questions: identify concerns, provide information, compare data
Document handling: recognize attachments (PDFs, forms) assign them, start processes
Data collection: extract address changes or meter readings from emails
In which sector are mailbots viable for the future?
In almost all industries - especially those with a high volume in emails and many recurring issues: energy, telecommuncations, insurance, retail, logistics, public administration, and B2B service organizations.
What advantages do mailbots offer to companies?
Mailbots significantly reduce processing times: they automatically sort and prioritize emails, relieve teams of routing work, and ensure faster response times - even outside of business hours. At the same time, quality improves because requests are consistently recorded and neatly linked to processes (e.g. ticketing/CRM). This reduces costs, increases customer satisfaction, and makes email communication scalable - even during peak times.
Why choose Aristech for your mailbot?
Aristech offers a GDPR-compliant mailbot solution based on its own platform - with AI and NLP components developed in Germany and flexible hosting options. Our systems can be operated wherever suits you best (e.g. on-premise, private cloud, or data center of your choice) and are omnichannel expandable, so that voice, chat , and mail automation can be considered together. From conception to system integration to rollout, we support you with consulting, best practices, and technical expertise. GDPR compliance is particularly important here because emails often contain personal data and sensitive content - a data protection-secure setup protects your customers, minimizes compliance risks, and strengthens trust in the long term.