Product · AI automation
SortoMail AI: automatic e-mail sorting and leads in Bitrix24
Your virtual front office that never sleeps. AI reads every incoming message, works out what it is about, creates a lead or deal in the right place in Bitrix24 and prepares a ready draft reply. You just review and approve.
A human always approves. SortoMail AI prepares draft replies, but nothing is sent automatically. No message leaves without your approval. That is a hard, non-removable rule of the system.
Video
See the automation in action
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Problem
The inbox runs your day, leads slip away
Dozens of e-mails arrive every day: enquiries, offers, complaints, contract questions. All in one inbox. Somebody has to read it, sort it, retype it into the CRM and reply. In the rush it is easy to miss a hot lead or leave a complaint unanswered, and manually creating CRM cards and writing the same replies eats hours every week.
How it works
It reads, sorts and prepares. You decide
The system receives mail (Gmail via API or any mailbox via IMAP) and every message goes through the same safe flow. The e-mail content reaches the AI model strictly as data to analyse, never as instructions, so it cannot be "hacked" with a crafted e-mail.
Receive and screen
Each new message passes a security filter (SPF/DKIM, spam and loop detection).
AI classification
The model detects the category, writes a summary, tags and a confidence score.
Lead in Bitrix24
A lead/deal is created in the right pipeline, with the summary on the timeline.
Draft reply
For questions, AI searches your knowledge base and writes a draft for approval.
When the AI is unsure about a category, the message goes to manual review instead of being misfiled. Better to ask than to treat a complaint as spam.
What it recognises
Sorts your mail into categories
The starting set of categories. We adjust it to your process:
- Salesnew enquiries → a deal in the sales pipeline
- Product interesta warm lead for a follow-up conversation
- Reply to a quoteattached to the existing deal in the thread
- Questions about a quotea draft reply from the knowledge base
- Contract questionsa draft reply with escalation to a human
- Complaintsa separate process with its own SLA
- Spam / otherlogged only, does not clutter the CRM
Replies
Ready drafts in your tone of voice
For enquiries the system searches your knowledge base (offers, price lists, FAQ, product descriptions) and prepares a draft reply in the client's language and your company's style. It answers only from what is actually in the knowledge base. If information is missing, it admits that and escalates to you instead of inventing offer terms or contract clauses. The draft waits in an approval queue in Bitrix24: you approve, edit or reject it, and only then can the message go out.
Security
Designed with security in mind
- No auto-sending: every reply requires human approval.
- Resistant to prompt injection: e-mail content is data, not instructions for the system.
- Attachments isolated and never opened; the system does not follow links from e-mails.
- Sender verification (SPF/DKIM/DMARC) and protection against mail loops.
- Least-privilege access to the CRM and mailbox, secrets in a secure vault.
- GDPR compliant: data minimisation, retention, right to erasure.
Preview
See how it works
Results
What you gain
Want your inbox to work for you?
Book a free audit and I will show you how SortoMail AI sorts your mail and feeds Bitrix24 with leads, with full control over what goes out.