The Inbox Sorter for your agency's service inbox
Certificate requests, renewal questions, claim notices and billing worries all land in one service inbox, and the claim has to reach the right person first. Save the emails as text files and write your categories, and the Inbox Sorter tags each one with a category, an urgency and a one line summary. It drafts replies only for the categories you mark yes, and it writes none for claim notices if you say so. It works on your computer, with your own AI key, and it sends nothing. One limit: it reads words, not your carrier's system, so check anything about a policy there.
We'll help you set it up. Setup and support are included.
What you'll need first
You need a computer with Python 3.11 or later and an API key you make yourself at an AI provider.
What this looks like in your business
In the sample categories file, Claim notice is marked no and its note says "A person reads these first. Never draft a reply." So the email about a tree that fell on a detached garage, with rain coming in, is sorted as Claim notice, urgency high, and gets no draft. The certificate request gets a draft that says the team will review it and asks for the property manager's name and address. The draft check holds back any date or amount that isn't in the email or your category note, so a draft can't slip one in. A client worried that a payment didn't go through is rated high, with no draft.
What goes in and what comes out
What you put in
SAMPLE ON MADE-UP DATA categories.csv
SAMPLE ON MADE-UP DATA. From the file categories.csv, lines 1 to 7. category,draft,note Certificate request,yes,Say the team will prepare it. Ask for the holder name and address if they're missing. New quote request,yes,Thank them and say an agent will call to ask a few questions. Don't quote anything. Claim notice,no,A person reads these first. Never draft a reply. Renewal or policy question,no, Billing question,no, Carrier or vendor,no,FICTIONAL SAMPLE DATA. Invented agency Sample Harbor Insurance Agency.
What comes out
SAMPLE ON MADE-UP DATA sorted.csv
SAMPLE ON MADE-UP DATA. From the file sorted.csv, lines 1 to 8. Every file the package writes starts with a DRAFT line that names the run, the provider and the exact model. It's shown here as written. DRAFT run=20261019T211046Z-a28700 template=inbox-sorter version=1.0.4 provider=openai model=gpt-6-luna input_sha256=9f85028e95e7218897041139f56d1760117aa6bbe377716db149059cb72c791d file_number,sender,subject,category,urgency,summary 001,Jocelyn Farrow <jocelyn.farrow@example.com>,Certificate for a new job,Certificate request,high,Jocelyn requests a certificate of insurance for a new job by Thursday and says she will send the holder's name and address this afternoon. 002,Alistair Penhallow <alistair.penhallow@example.com>,A tree fell on our garage,Claim notice,high,"A tree fell on the detached garage roof, rain is coming in, and the sender asks what to do and who to call." 003,Rosalind Achterberg <rosalind.achterberg@example.com>,Question about my renewal,Renewal or policy question,normal,Rosalind asks why her home policy premium increased and whether she should shop around. 004,Tobias Kellerman <tobias.kellerman@example.com>,I want a quote for my food truck,New quote request,normal,Tobias wants a quote for truck and liability coverage for a food truck he plans to open next spring. 005,Marguerite Voss <marguerite.voss@example.com>,My payment didn't go through,Billing question,high,"Marguerite says she was told her payment did not go through, her bank says it sent the payment, and she is worried about whether her policy is still active." 006,Sample Carrier Mutual Producer Desk <producers@example.com>,Notice of a change to the commercial application,Carrier or vendor,normal,The carrier says a new equipment-list page will be added to commercial applications starting next month and asks producers to update their forms.
The settings you change
Two things shape this template for an agency. The first is config.json: the provider, the model name, and under template_settings the categories_file name, which is categories.csv unless you change it. The second is categories.csv itself, headed category,draft,note. Write one row for each kind of mail you get. The sample has Certificate request and New quote request set to yes, and Claim notice, Renewal or policy question, Billing question and Carrier or vendor set to no. Use the note column for your rules, as the sample does with "Never draft a reply" on Claim notice and "Don't quote anything" on New quote request. The emails go straight into the input folder as .txt or .eml files. A .txt email can start with a From line and a Subject line. The word Other can't be your own category, and thirty is the most.
Before you buy
What it won't do
- It won't connect to your email account.
- It won't read your inbox, and it won't answer your customers from it.
- It won't send anything.
- It won't promise a price, a date or a refund in a draft.
- It sorts and drafts, and that's all. The AI can put an email in the wrong category, so skim the list, and read each draft before you use any of it.
- For this trade: it won't promise coverage, it won't check a policy against a carrier's own system, and it can't tell a claim from a complaint any better than the words in the email. A claim notice still needs a person fast, and this template doesn't alert anyone.
What you bring
- You need a computer with Python 3.11 or later and an API key you make yourself at an AI provider.
- OpenAI made the sample above.
- Then bring your service emails saved as .txt or .eml files, and categories.csv.
- Your saved emails and your categories file are read by the one AI company you picked.
- No other company sees them.
- 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.
Questions you might have
A claim comes in by email at night. Will it tell the client what to do?
No. In the sample, a tree on a garage roof is sorted as Claim notice, rated high, with no draft, because your note says never to draft one. That's all it does. It's a sort, not a claim line, so a client with damage still needs a call, and a person has to read the claim list first.
A client asks for a certificate and says the holder's details are coming. What does the draft say?
It says the team will review the request and asks for the property manager's name and address, because your Certificate request note says to ask for them if they're missing. It doesn't promise Thursday, the date the client asked for. A date that isn't in your category note is held back by the check unless the email itself holds it.
My carriers hold the real policy data. Does this check it?
No. It never looks anything up and it never connects to a carrier. It reads the email text only. A draft with a number, date or amount that isn't in the email or your note is held back and listed in review.csv. Check anything about a policy in the carrier's own system.
Carrier notices land in the same inbox. Where do they go?
Into the category you make for them. The sample has Carrier or vendor set to no draft, and its notice about a new equipment-list page for commercial applications landed there, rated normal. The producer desk email asks you to update forms, so you still do that yourself.
Where to go next
$29, one time
- Running the template costs extra, billed by your AI provider.
We'll help you set it up. Setup and support are included.