CAOA's Email AI Agent reads your inbox, understands each email's intent, creates tasks and document entries, drafts replies, and routes messages to the right team member — all without manual intervention.
Six intelligent capabilities that transform your inbox from a manual task into an automated workflow engine.
The agent continuously monitors your connected Gmail or Outlook inbox. It reads each incoming email, identifies the sender (matched against your client database), analyses the subject line and body content, and classifies the email's intent — invoice received, task request, query, document submission, or general correspondence.
When an email arrives with attachments — invoices, bank statements, signed forms, or contracts — the agent automatically creates an Inward Document entry in CAOA's Document Management module. The file is linked to the correct client record with the receipt timestamp, sender details, and a sequential inward reference number.
When an email requests an action — "Please send the GST return", "Can you review the audit draft by Friday?", "We need the payroll summary" — the agent creates a task in CAOA's Task Management module automatically. The task is linked to the client, assigned to the relevant team member, and given a due date extracted from the email context.
The agent routes each email to the correct team member based on the client's assigned partner, the service type referenced in the email, and configurable routing rules. Tax queries go to the tax team; audit emails go to the audit manager. Emails from unrecognised senders are flagged for manual review and assigned to a default inbox monitor.
For emails requiring a response, the agent drafts a professional reply using the email context, the client's history in CAOA, and your firm's communication templates. Drafts appear in the Review Queue — you read, edit if needed, and click Send. Your approved replies are logged against the client's communication record automatically.
The agent tracks emails that require a response or action within a deadline — such as client queries, document requests with urgency, or time-sensitive compliance emails. If no action is taken within the configured SLA window, the agent escalates with an in-app alert to the assigned team member, ensuring nothing falls through the cracks.
From inbox connection to automated action — zero manual effort in between.
Go to Settings > Integrations > Email and connect Gmail or Outlook via OAuth. Choose which folders or labels the agent should monitor. No password is stored — CAOA uses a secure token that you can revoke at any time.
Go to Email AI Agent > Rules to define how different email types are handled: invoices → inward document entry; action requests → task creation; queries → routed to service team; unrecognised senders → flagged for manual review. Rules are set once and apply automatically.
Open Email AI Agent > Activity Log to see every action taken. For each email: sender match, action triggered, and outcome. Approve, edit, or override any action. The log is exportable for compliance records and firm-wide reporting.
Agent-drafted replies appear in the Drafts queue. Review the generated content, make any edits, and click Send. The sent reply is logged against the client communication history automatically — no manual note-taking required.
See how the Email AI Agent handles the most common accounting firm inbox scenarios.
Emails are processed the moment they arrive. Tasks, inward entries, and routing happen in real time — no waiting for someone to check the inbox.
The agent monitors 100% of incoming emails 24/7. Even emails arriving outside business hours are processed, logged, and escalated if urgent — no missed client requests.
Smart routing delivers each email to the team member best placed to handle it — based on client ownership, service type, and workload — without a coordinator in the middle.
Every emailed attachment is captured, classified, and logged as an inward document entry without manual upload — eliminating the step of re-uploading email attachments to CAOA.
Every email action is logged: received timestamp, sender match, action taken, and team member involved. This creates a full, exportable compliance record of all client email communication.
Manual inbox processing — reading, sorting, forwarding, creating tasks, uploading files — typically consumes 2-4 hours per week per team member. The Email AI Agent eliminates most of this overhead.
Direct answers to what accounting firms ask before activating the Email AI Agent.
The Email AI Agent supports Gmail (Google Workspace and personal Gmail) and Microsoft Outlook / Microsoft 365. Connection uses OAuth 2.0 — no password is stored in CAOA. The agent can monitor one or multiple inboxes simultaneously, and each inbox can have its own routing rules and team member assignments.
The agent can: (1) create an inward document entry when an email contains attachments such as invoices, bank statements, or signed forms; (2) create a task in Task Management when an email requests an action; (3) draft a reply using your firm's communication style; (4) route the email to the correct team member based on client record, service type, or keywords; (5) log the email against the client's communication history automatically.
By default, all agent-drafted replies require human review and approval before sending. This is the recommended setting for professional firms. For specific scenarios — such as auto-acknowledgement on document receipt — you can configure automatic send. Auto-send rules are set per email type and can be toggled off at any time from Agent Settings.
The agent matches the sender's email address against your CAOA Client Database. If the sender is a registered client contact, the email is automatically linked to their record. If the sender is not in the database, the email is flagged for manual assignment and routed to a designated inbox monitor. You can add unrecognised senders to the client database with one click from the activity log.
Email data is accessed in real time via a secure OAuth connection and processed within your CAOA account's isolated, encrypted environment on Microsoft Azure's ISO 27001-certified infrastructure. Content is not stored on external servers. Access to the agent's activity log and your inbox data is restricted to users with the appropriate role permissions in your CAOA account.
Connect your inbox in minutes and let the Email AI Agent handle reading, logging, routing, and replying — while you focus on client work that actually requires your expertise.