Email AI for European businesses

Your inbox. Quiet. Sorted. Mostly empty.

InboxMate handles every email — drafts replies from your knowledge, archives spam and cold outreach, forwards invoices to accounting. You only see what actually needs your judgment.

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30-min discovery call · See if it's a fit · No commitment

90-second tour — Donau Leisure, our example venue group.

Three things, every email

Every email gets sorted into one of three buckets.

No more "I'll deal with that later." Each email lands somewhere useful — drafted, archived, or routed — the moment it arrives.

Draft

Reply drafted from your knowledge

A customer asks about opening hours, group rates, or how to refund a season ticket. InboxMate writes the reply in your tone, citing the right page from your knowledge base. You review and send.

Archive

Spam and cold outreach, gone

"You've won a prize." "Quick question about your SEO." InboxMate recognizes them, archives them, never bothers you. You only learn they existed if you go looking.

Route

Routed to the right person

Invoices go to accounting. Press requests go to marketing. Job applications to HR. Each email lands in front of whoever actually needs to see it — no more "wrong inbox" forwards.

InboxMate conversations list — emails tagged as customer inquiries, archived spam, and routed by category

Your inbox after a morning of triage — drafts waiting, spam dimmed, routed threads tagged.

Your team, your way

One agent per inbox. Or one per topic. Or both.

Build a small team of AI colleagues — each with their own knowledge, tone, and handover rules. Customer support, billing, HR, partnerships. Pick who handles what.

Meet your roster

Give each agent a name, a face, and a job. Hand them a mailbox or a whole category. They'll know exactly what's theirs.

  • Their own knowledge base — only what they need.
  • Tone and signature you control.
  • Handover rules — when to ping a human.
  • A history tab that shows everything they've done.
InboxMate Agents page — Tobias, Sara, Felix and Mia with avatars, roles, audiences, and connected mailboxes
Agent detail — Setup tab with name, role, avatar, voice and knowledge base configuration

Set them up in minutes

Drop in a name and a photo, link the right knowledge pages. The same agent then works across every channel they're assigned to — email and website chat today, phone calls as an early-access beta.

No prompt engineering. No JSON. Just a form.

The system view

Every email follows a path you can see.

No black box. Mailboxes feed agents, agents feed the triage, triage routes to categories — each with its own chain of actions. Research, draft, ticket, forward, archive. Drag, drop, branch. Trace any incoming email back through every step it took.

InboxMate system view — eight agents wired to their mailboxes, a central triage categorizer, and ten outgoing categories with their action chains

The whole system on one screen — mailboxes, agents, triage, categories, actions. Click any tag in any conversation to enter trace mode and follow a single email back through it.

Explainable

Every routing decision shows its work. No more "the AI just decided."

Editable in plain language

Tell a rule "if it's about season tickets, send to Felix." Done.

Audit-friendly

DSGVO-ready trail of who or what saw which email, when, and why.

Connects to the mailbox you already have

Gmail Gmail · Google Workspace
Microsoft Outlook Microsoft 365 · Outlook
Any IMAP / SMTP mailbox
Forward-to-InboxMate

We never copy your whole mailbox. Only what's needed to act on each thread — and only the addresses you connect.

Built for European service businesses.

DSGVO-compliant. Hosted in the EU. Trained on the language your customers actually use.

Compliance

DSGVO & EU-hosted

Data stays in EU data centres. DPA available. AVV ready to sign. Built with auditors in mind.

Language

German, English & more

Replies in the language the customer wrote in. Trained on Austrian and German service-industry tone.

Knowledge

Trained on what you actually do

Paste your website. Drop a PDF price list. Add a Q&A. Your agent learns your business — and cites the source on every reply.

Handover

Hands off cleanly, by rule

Complaints, legal threats, VIP customers — set the trigger, InboxMate hands the thread off with full context to the right teammate.

Review-first

Drafts, not blind sends

Every reply waits for your review by default. Once a category earns your trust, flip auto-send on — one category at a time.

Attachments

Invoices & PDFs, not just text

Invoices land in accounting's folder. Refund PDFs get filed. InboxMate reads the body and routes the file alongside it.

The pain we remove

Email isn't broken because there's too much of it.

It's broken because most of it doesn't need a human. Here's what stops landing on your desk.

70%

irrelevant emails you never see

Spam, cold pitches, newsletters, bounces — archived before they reach you. You don't even register they existed.

5×

same questions, drafted not typed

Opening hours. Group rates. Refund policy. Drafted from your knowledge the 50th time, just like the first.

2h → 15m

your morning routine

Approve a handful of drafts. Close the laptop. No more 2-hour reading sessions to find the 3 emails that matter.

0

triage decisions to make

InboxMate decides what's spam, what's a draft, what needs you. You only see what actually needs your judgment.

Before the reply

Every reply is researched first.

When an email arrives, InboxMate doesn't just write what sounds right — it looks things up. Your knowledge base. The sender's company. Their last booking. Your refund policy. The reply is grounded in facts the moment it's drafted.

You can see every step on the conversation's trace tab — what was checked, what was found.

For each incoming email

  1. 1

    Searches your knowledge base

    Pulls the exact policy, price, opening hours, or instruction relevant to the question.

  2. 2

    Researches the sender

    Looks up the sender's company on the web so the reply matches who they are — venue, agency, supplier, journalist.

  3. 3

    Checks your systems

    Order status, booking ID, last visit — connected via MCP or HTTP to your CRM, booking system, or accounting.

  4. 4

    Then drafts the reply

    In your tone, with sources cited. Ready for your one-click approval.

Inbox-Test — free

See it on your own emails. Without connecting anything.

No Outlook permissions, no IT ticket. Forward a handful of real emails and watch InboxMate sort, route and draft them.

1

Start your free trial

14 days with full Pro features. No credit card, no commitment.

2

Get your personal test address

InboxMate gives you a private forwarding address — no mailbox connection needed.

3

Forward 5–10 real emails

Watch them get categorized, routed and answered with drafts — from your real knowledge, in minutes.

Start your Inbox-Test

When you're convinced, connect Outlook or any IMAP mailbox — the rules you built keep working.

Personal onboarding included

Your competitors are already using AI for support.

Every unanswered question outside business hours is a lead walking away. InboxMate handles it — instantly, accurately, in your customer's language.

Simple, transparent pricing

AI included in every plan. No add-ons, no per-message billing, no surprises.

Monthly Annual 2 months free

Starter

€49 Monthly billing only /month

For growing businesses

Everything you need to start:

  • Fully automated AI responses on your website
  • Trained on your company data
  • 500 AI credits /mo
  • 1 team member
  • Basic ticket management
  • Email support
Book a demo
Most Popular

Pro

€107 2 months free /mo · billed annually

Best value for teams

Annual bonus

5 hours of personal onboarding & support in the first 90 days

Everything in Starter, plus:

  • Lead & email capture from chat
  • Scheduled tasks & auto-retraining
  • 2,500 AI credits /mo
  • 5 team members
  • Human handover — take over AI chats anytime
  • Agentic tool calls
  • Full ticket management
  • Advanced analytics & privacy settings
Book a demo

Business

from €349 /mo · individual offer — monthly or annual, your choice

For scaling operations

Included

20 hours of personal onboarding & support in the first 180 days

Everything in Pro, plus:

  • White-label, your branding
  • Enterprise-grade support
  • 10,000+ AI credits /mo
  • 20 team members
  • 2,000 agentic tool calls /mo
  • Full tickets + SLA & time tracking
Request a Demo

What would it cost for you?

Our recommendation:
Starter — €49/mo

Estimate: one email reply ≈ 2 credits, one chat reply ≈ 1 credit. Sorting and routing are free.

All plans include a 14-day free trial · No credit card required · How do credits work?

All prices excl. VAT.

Switching from another platform? See how InboxMate compares to Chatbase, Intercom or Fyxer

Built by psquared — an Austrian AI company trusted by

Kirchmair.io LEXOS Next Immobilien Kheepu AI Pioneers

Built with privacy and compliance at the core

Software made in Austria
Hosted in the EU
GDPR-compliant data processing
EU AI Act compliant

Frequently asked questions

We onboard you in a personal call. We connect your data, configure your categorizers, and set up your first agents together — typically a 30–60 min session. After that you can refine on your own, and we stay available for the first months for any questions.
Not at all. You embed InboxMate with a single <script> tag — just copy and paste it into your website. We provide step-by-step guides for WordPress, Shopify, Wix, Webflow, Squarespace, and any custom HTML site. If you can paste a line of code, you can set up InboxMate.
InboxMate works with any website that supports custom HTML or JavaScript. That includes WordPress, Shopify, Wix, Webflow, Squarespace, Ghost, Framer, custom-built sites, and more. If your site has a <body> tag, InboxMate works.
After your 14-day trial ends, your account is paused until you choose a plan. Your data is preserved for 2 months. Pick Starter (€49/mo), Pro (€129/mo or €107/mo billed annually), or Business (from €349/mo, custom). No credit card required during the trial.
Yes. All plans are month-to-month with no contracts. Upgrade, downgrade, or cancel anytime — changes take effect immediately and billing is prorated.
AI chats count each full conversation with a website visitor through your AI widget — one conversation can have many messages back and forth but only counts as 1. AI email drafts count each time the AI generates a draft reply for an email in your inbox. Receiving emails is always unlimited — the limit only applies to AI-generated drafts. Browsing your dashboard, managing tickets, or reading conversations never counts. Both limits reset at the start of each billing cycle.
We use an emergency buffer so your visitors are never abruptly cut off. When you reach your monthly limit (for AI chats or AI email drafts), we send you an email notification. Your AI agent keeps running using a 50% emergency buffer. Once the buffer is exhausted, new AI chats and drafts are paused until the next billing cycle or until you upgrade. No extra charges — the buffer is a courtesy safety net.
InboxMate builds a knowledge base from your website content. During setup, it automatically scrapes your pages and learns from the content. You can also upload PDFs (product manuals, FAQs, price lists) to expand its knowledge. The AI uses this data to answer questions accurately — it's trained on YOUR business, not generic data.
InboxMate supports all major languages automatically. It detects the visitor's browser language and responds accordingly — no extra configuration needed. You can also set custom greeting messages per language. This is especially useful for businesses in multilingual markets like Austria, Switzerland, or the Nordics.
Yes. If the AI can't answer a question or if a visitor specifically requests a human, the conversation is seamlessly handed over to your team. You get email notifications for handovers and can respond directly from the InboxMate dashboard. The AI also provides a suggested reply draft so your team can respond faster.
Email and your website chat widget — both handled by the same agent with the same knowledge. Phone support is available as an early-access beta. For anything else, your agent can trigger webhooks and call external tools, so notifications can reach the systems you already use.
Yes. Starting from the Starter plan, InboxMate includes built-in ticket management. The AI can automatically suggest creating tickets from conversations, categorize them by priority, and route them to the right team member. On Pro and Business plans, you also get Categorizers — you define your own categories and the AI sorts every incoming email (and inactive chat) into one, then runs the actions you configured: archive, create a ticket, notify your team, call a webhook, or auto-reply with AI. Each action runs in suggest mode (human approves) or auto mode (Business only).
Yes. Every email gets an AI-drafted reply from your knowledge base — review and send with one click, edit, or regenerate. On Pro, you can configure an "AI reply" action on any category so a pre-generated draft is waiting in the inbox the moment the email arrives. On Business, the same action can run fully automatically — no human in the loop for routine questions, while edge cases still flow to your team.
Yes. You can connect Outlook directly via OAuth — works with both Microsoft 365 work accounts and personal Outlook.com / Hotmail accounts. Beyond just reading mail, automated actions are mirrored in your real Outlook mailbox: a message archived in InboxMate moves to your Outlook Archive folder, a category tag shows up as a coloured Outlook category, and AI-drafted replies appear in your Outlook Drafts folder — threaded under the original message, with your signature already in place. Review and send from Outlook on mobile or desktop without ever opening InboxMate. Replies sent from InboxMate go through your actual Outlook account and land in your real Sent folder. No IT-admin approval needed for the consent — users sign in themselves. Gmail and any other provider (IONOS, FastMail, etc.) work via simple email forwarding.
AI tools let your chatbot take actions beyond just answering questions. For example, you can give your agent a "Check order status" tool that looks up real-time data from your backend, or a "Book appointment" tool that integrates with your calendar. Tools are configured in the dashboard — no coding required for standard integrations. On the Business plan, you can connect custom tools via the MCP (Model Context Protocol) server.
MCP (Model Context Protocol) is an open standard that lets AI agents connect to external tools and data sources. With MCP support from the Pro plan (€129/mo), your InboxMate agent can securely connect to your CRM, ERP, helpdesk, or any system that exposes an MCP server. This enables powerful automations: looking up customer records, checking inventory, creating orders — all within the chat conversation, without custom development.
Yes. On the Business plan, you get full API access to manage conversations, contacts, knowledge base, and analytics programmatically. This is useful for integrating InboxMate into your existing workflows, building custom dashboards, or syncing data with your CRM or analytics tools.
Yes, fully. InboxMate is built by psquared GmbH, an Austrian company. All data is processed and stored in the EU on European infrastructure. We're GDPR compliant by design: your business data is never shared with third parties or used to train other models. On the Pro plan, you get advanced compliance mode (EU) with configurable data retention policies and conversation deletion on request — ideal for regulated industries like law, healthcare, and finance.
All data is stored in EU data centers. We use Supabase (hosted in the EU) for our database and storage. Your knowledge base, conversations, and contact data never leave Europe. This is important for businesses that need to comply with EU data residency requirements.
Absolutely. You can set your brand color, choose between light and dark themes, customize the welcome message and suggested questions, and position the widget on the left or right side of your page. On the Pro plan, you can remove the "Powered by InboxMate" badge and add your own custom branding. On the Business plan, you get full white-label branding for a completely custom look.

Ready to transform your customer support?

AI-powered support for your business — set up with our team, not by yourself.

Book a demo

30-min discovery call · See if it's a fit · No commitment

Prefer email or social? office@psquared.dev · LinkedIn