AI Helps Bring Order to Your Inbox

Last year, we shared a case study on the development of InboxPref — a solution that helped its owner manage hundreds of daily emails and stay focused at work. 

Back then, we focused on building algorithms and rules that automated the processing of incoming messages. But time moves on, and so do we. Over the past year, InboxPref has taken a major step forward: at the core of its functionality now lies artificial intelligence. AI has become the key driver of email sorting, automatically assigning categories and leaving users only the messages that truly matter/

Modern email is a constant stream of messages — work tasks, news, retail newsletters, marketing offers, event invitations, or meeting reminders. All of this ends up in a single inbox, making it easy for important messages to get lost. Instead of focusing on what matters, people spend hours endlessly sorting and scrolling through emails.

InboxPref is a tool designed to take over the task of automatic email organization. At its core is artificial intelligence that analyzes incoming messages and assigns them to the right categories. If AI is confident in its decision, the message goes directly into the correct category, for example, Invitations. If the system is uncertain, the message is moved to the Gray Area — a special folder where the user decides how to handle it.

Beyond AI, InboxPref also allows users to set up rules based on domain. For example, all messages from @company.com can be automatically placed in the “Colleagues” category. This makes it easier to manage communication from specific people or organizations.

On top of that, users can apply actions to categories. Currently, five actions are available (such as archiving, forwarding to another person, or marking as important). In the future, this list will expand — we’re continuously adding new options to make the system even more flexible.

As a result, InboxPref gradually structures your inbox: important messages land directly where they belong, repetitive actions are automated, and the user retains full control over the process.

InboxPref eliminates the need for manual sorting. No more wasting hours every day on email management. The system helps users focus on what truly matters, removes unnecessary “noise,” and forms an organized inbox that works automatically. It’s not just about saving time — it’s about gaining a sense of control over your communication.

Today, InboxPref already works with Gmail and allows users to apply five basic actions to categories. But this is only the beginning. We are actively developing the product: expanding the number of available actions, introducing new categories, and preparing integrations to make the system as flexible as possible. In the near future, InboxPref will become available to a wider audience.

For those who value their time and want to regain control of their inbox, this solution opens up new possibilities. AI takes care of the routine, while the user enjoys a clean, structured inbox where important messages are always at hand. InboxPref is not just a sorting tool — it’s a way to make email management easier, more efficient, and more productive.

Want a similar solution for your company? Reach out to BuildApps — we’ll create a tool tailored to your needs that helps you work smarter and more effectively.