AI Email Inquiry Automation

The client, a French hotel evaluation company, receives a high volume of project inquiry emails from hotel owners and operators. Each inquiry needs to be reviewed, categorized by project type, and formatted into a standardized evaluation document using the correct Word template before being passed to the internal team. This entire process was manual: staff read every email, decided the category, copy-pasted relevant details into Word documents, and forwarded them. It was slow, error-prone, and didn't scale.

We designed and built an n8n workflow automation that connects to the client's email mailbox via IMAP, then pipes each incoming message through OpenAI's ChatGPT. The AI first determines whether the email is a genuine project inquiry or noise. For valid inquiries, it classifies the email into the appropriate category (matching the client's internal project types), extracts all relevant named fields (company name, hotel details, contact information, project scope, etc.), and outputs structured JSON. That JSON is then injected into the correct Word template using a REST API integration, producing a pre-filled evaluation document. The completed document is automatically sent to the client's evaluation team, ready for review.