Inbox Sorter
Inbox Sorter for accounting firms
See the sample
AI agent templates for small accounting and bookkeeping firms
Deadline weeks fill the inbox, the staff meeting splits a crowded pile, and fee invoices sit unpaid after busy season. Three templates take the sorting and the drafting. The Inbox Sorter sorts saved client email and drafts replies only for the categories you mark. The Meeting Actions turns a staff meeting transcript into decisions and action items. The Invoice Chaser drafts reminders for overdue fee invoices. All three run on your computer with your own AI key and send nothing. One limit: clients put the real material in attachments, and the Inbox Sorter ignores those.
Client records are private, and you decide what may leave the office. Whatever is in the files you use goes to the AI company on your key, so keep names out of a transcript if you need to. Work follows deadlines. The sample sorter rates a quarterly payment question high and drafts a reply that asks which tax year and gives no advice. The staff meeting sample reverses an extension plan from five clients to four, and the notes label the change. The Invoice Chaser's final reminder carries no threat unless you write one, and the sample writes none. The sample firm's inbox holds six emails: the quarterly payment question, a client who sent a W-2 and two 1099 forms, a state notice about a missing form, a question about invoice 2231, a software renewal notice and a prize scam. Only the first two get drafts, because only Client question and Document submission are marked yes, and both follow your category notes, with no tax advice.
Templates for this kind of business
Invoice Chaser
Invoice Chaser for accounting firms
See the sample
What these templates won't do
- None of them sends an email or a reminder, connects to your mailbox, your bank or your accounting login, or gives tax advice. The Inbox Sorter won't open attachments. The Meeting Actions won't record a meeting or make up an owner, a date or a decision. The Invoice Chaser won't add a late fee, interest or a threat you didn't set, and it won't mark an invoice paid.
Questions you might have
Which template is for the weeks before a deadline?
The Inbox Sorter and the Meeting Actions. The sorter rates each saved email by urgency, and in the sample a state revenue office notice about a missing form lands as high. The meeting template turns the planning meeting into action items, though its checks can drop an item, so read the check report.
Do clients' attachments get read?
No. The sorter reads the email text only and counts attachments it ignores. In the sample, its summary says Attachments ignored: 1. Open the attachment yourself.
Can a late-fee reminder go out with a threat in it?
Only in a sentence you write. The Invoice Chaser's final tone carries the one sentence you set, exactly as written, and the AI never writes a threat. The accounting sample sets none, so its final reminder is plain.
What about client privacy?
You decide what goes in the folder. Emails, transcripts and customer names go to the one AI company whose key you use. Your API key stays in a setting on your computer. The package never saves it, and it goes only to the AI provider you choose, never to us. Keep any file out of the folder if it shouldn't leave the office.
How are overdue fee invoices ordered?
Longest overdue first, then larger amount first, and the tone comes from your day cutoffs. In the sample, a household 120 days late is first and gets a final reminder, while an invoice one day late sits inside the seven quiet days and gets no draft. Rows with a bad date or a bad amount go to a skipped list with the reason in plain words.