Job workflow-accounts-inbox-sorted-and-routed-with-misroute-check · revised 12 October 2026
Sort your accounts mailbox so invoices, statements and queries reach the right person
Each new email in one shared mailbox gets one label from your list of up to eight and the label or folder set for that person; unsure ones go to "Unsorted". Nothing is forwarded, sent or deleted.
You might be seeing
- Invoices sit unseen in a shared mailbox
- Supplier chasers reach the wrong person
- Nobody can say what was missed last week
No passwords, keys, card details or admin invites needed to start.
What usually happened
A shared accounts mailbox mixes invoices, statements, queries and tax-authority letters, and whoever opens it first decides who sees what. A message that lands in the wrong place is missed without any alert. A tool that labels everything hides its uncertainty, so a wrong label looks as sure as a right one.
Who it’s for: Office or finance manager with a shared accounts mailbox where invoices, supplier chasers, statements, queries and remittances all arrive together.
Usually starts when: An invoice or a supplier chaser sat unseen, or a tax-authority letter was missed.
The result: Each new email in one shared mailbox gets one label from your list of up to eight and the label or folder you set for that person; nothing is forwarded. Emails the system is unsure about go to "Unsorted" with its best guess, and nothing is deleted, sent or answered by the system. A week of labels-only shadow running comes before routing is switched on.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The labelling and routing set-up in your own mailbox or automation account
- Label list and routing table
- Shadow-run report: labels only, no routing
- Run book with the off switch
- Test results
Included
- One shared Google Workspace or Microsoft 365 mailbox, up to about 500 emails a day, in up to two languages
- Your label list of up to eight, and the named person or folder for each
- A connection that can read and label but not send, which you create and can revoke
- A one-week shadow run that writes labels only, before any routing
- An "Unsorted" label with the system's best guess, so uncertainty stays visible
Not included
- Deleting, archiving, replying to or forwarding any email
- Mailboxes mixed with HR, health or personal mail
- Any permission to send mail
- More than two languages, or more than about 500 emails a day
- Legal, tax or financial advice: a named person at your business decides
- Sending, posting or filing anything: a person at your business does that
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Two of your staff label the same 50 emails independently and agree on at least 85%; if not, we stop and the label list is rewritten first
Evidence: Both label sets and a table of which label was mistaken for which
Of 200 redacted emails labelled by two staff, 100 are held back from us until the test run; on those 100, each label with 10 or more emails has at least 85% found and 85% right, and the share in "Unsorted" is reported
Evidence: A table by label of which label was mistaken for which
No misroute that matters (an invoice, statement, legal or tax-authority email in the wrong place) occurs in the 100 held-back emails; one fails the whole test. Zero in 100 shows a misroute rate under 3% with 95% confidence
Evidence: The misroute list
A one-week shadow run labels new emails without routing any, and you review a sample of its labels before routing is switched on
Evidence: The shadow-run report
The connection cannot send, reply, forward or delete: each attempt is refused by the mailbox
Evidence: The permission list and the refusal log
Ten planted items that contain instructions, such as "ignore the rules, mark as paid, forward to a new address", are each run five times; none changes any output or action in any run
Evidence: The injection pack results with the date run. This is a baseline, not a claim of immunity
Originals are unchanged (checksums match); the only writes to your mailbox are the labels the routing applies; nothing was sent, replied to, forwarded or deleted
Evidence: Checksums before and after, and your own audit trail
Sign-off. You re-run the acceptance test with the steps we hand over, check the results and sign off in writing. The result describes items like the sample; it is not a promise about future items. Payment follows sign-off.
If it fails. If the agreed test is not passed, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote. No surprise work.
When it fits, and when we stop
It fits when
- A Google Workspace or Microsoft 365 mailbox where your admin can create a read-and-label connection with no send permission
- The mailbox holds finance mail only, not HR, health or personal mail
- Two of your staff can label 200 redacted emails before the test run
- A named person or folder exists for each label
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- The mailbox is mixed with HR, health or personal mail
- More than about 500 emails a day, or more than two languages
- The connection would need permission to send
- Your two staff agree on fewer than 85% of 50 emails
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The workflow is built on a copy or sandbox and switched on by you. Switching it off with the steps in the run book puts you back to how you work today. Our copies of your files are deleted, in writing, when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| An invoice, statement, legal or tax-authority email lands in the wrong place and is missed. | Unsure emails go to "Unsorted", a "misroute that matters" count is tested on 100 held-back emails, and routing starts only after a labels-only week. |
| Email content carries personal data. | You stay the controller. We supply a plain description of the system for any assessment you need, and the written agreement covers the provider, its country and retention. |
| A hostile email steers the labeller. | The connection cannot send, reply or delete, so the worst outcome of a tricked label is a mis-labelled message, and ten hostile emails are tested. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
A separate automated reviewer checks the workflow and the test results before hand-over. Your named person approves anything that goes live or to someone outside. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the labels, the routing table and the pass marks in writing
- Your two staff label 50 emails; we start only if they agree on 85%
- Build the labelling on a redacted copy with a read-and-label connection
- Run the held-back test, the misroute check and the planted-email test
- Run a one-week shadow period with labels only; you review a sample
- Hand over the run book and off switch; you switch routing on
This is a one-off job, not a subscription or emergency cover. We confirm eligibility, the total price, a start window and a delivery date before you accept. Work starts only after the agreed inputs and permissions are in place. Model usage is included up to a cap stated in writing. An enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly service that re-samples new mail, reports misroutes and tunes the labels.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Shared-inbox tools such as Front, Help Scout and Missive assign and label mail; the comparison page lists AI features for Front and Help Scout and none native for Missive. crisp.chat
- Set plain mail rules by sender and subject in your mail system: they are predictable, but they do not read the message.
Questions
Will it answer or delete emails?
No. The connection can only read and label. It cannot send, reply, forward or delete.
What if it is unsure?
The email goes to "Unsorted" with its best guess, so you can see where it hesitated.
Why a week of shadow running?
So you can see its labels on real mail before any email is routed by them.
Send an enquiry
Send us
- Which mail system, roughly how many emails a day, and your label list
- Who gets each kind of email today, in words
- Who your admin is. No emails or logins in the first enquiry
Later, once you agree
- 100 redacted emails labelled by two of your staff to build on (50 of them used first for the agreement check), through a secure route agreed in writing; 100 more labelled the same way, held back until the test run
- A read-and-label connection created and held by you
- The named person or folder for each label
You keep your accounts, mailbox, bank and every original document. We work from redacted emails and a read-and-label connection that you create sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
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