English
NederlandsThey considered it a waste of valuable time and wanted to deploy an AI solution to handle it more efficiently.
Due to years of continuous growth at Cross Internet, the number of emails in the info@ and service mailboxes also increased. At its peak, two to four hours per day were spent on inbox management.
They considered it a waste of valuable time and wanted to deploy an AI solution to handle it more efficiently.
Time savings of an average of 3 hours per day Over 760 hours saved annually Because a small portion of incoming emails contains sensitive data, the organization was determined not to use the more common AI tools. For privacy reasons, they ultimately chose a locally hosted LLM (Large Language Model) to ensure that no data would be shared with external or foreign systems.
The implemented LLM AI model understands not only the text but also the context of each email — recognizing what the message means within the organization and which colleague is responsible for it. As a result, the AI can accurately label and forward emails to the right department or person.
For example, when an email contains an attached invoice, the model performs an initial check to determine whether it comes from an existing partner and whether the price deviates by more than 10%, or if it may be from a new supplier. If the sender is an existing partner, the document is automatically entered into the accounting system. If it’s a new supplier, the email is forwarded for human review.
A significant amount of time was also spent cleaning up leftover items in the email environment, a task now fully handled by the AI. In situations where there is even the slightest uncertainty, the system immediately requests human intervention to ensure accuracy and control.
The AI then sends a short email asking for a quick review and keeps the message open in the inbox.
First, an average time saving of three hours per workday has been achieved, adding up to more than 760 hours per year. The employees who previously managed these inboxes can now focus on work that contributes far more to the organization’s goals than maintaining a general mailbox.
