AI email assistant.

What an AI email assistant does for your SMB

Unlike classic auto-responders that just send 'We will get back to you', an AI email assistant answers the concrete request. Example routine: a client asks about the status of his tax declaration, the assistant recognizes the request, looks up the connected DATEV or practice system, drafts a concrete status answer, adds the standard reference to the next deadline and sends the answer within minutes. No human intervention. For sensitive requests (complaint, legal question, individual special case) the mail is escalated to you with a summary, you only get the 20% truly relevant inbox.

• Routine answers within minutes
• Escalation logic for sensitive or complex cases
• Knowledge-base updates apply instantly to all future answers
• Audit log of every AI-sent answer
• Language: 20+ languages with DACH default

How the IMAP/SMTP connection works

Rinqo uses the standard IMAP/SMTP protocol and works with any inbox supporting these standards, practically every business inbox in DACH. No vendor lock-in via proprietary APIs. Setup takes about 10 minutes: enter IMAP server address, port, login, configure OAuth (for Office365/Google) or app password, test connection. Rinqo reads new mails via IMAP, processes them EU-hosted on Hetzner Germany, sends the reply via SMTP. Optional: original mail stays in inbox marked as 'read', the AI answer sits as draft for approval, when you first build trust.

Knowledge base + escalation logic

The knowledge base is filled once from your website, your FAQs and your documents (PDF, DOCX, Markdown). Updates apply immediately to all future answers, no re-training needed. The escalation logic checks every incoming mail for trigger patterns: keywords (complaint, legal, urgent, lawyer), sentiment score (very negative), request class (complex, multiple topics) or explicit human request ('I want to speak with you personally'). If a trigger fires, the mail is not answered but forwarded with summary and escalation reason.

EU AI Act Art. 50, transparency for email replies

From 02 August 2026 Article 50 of the EU AI Regulation requires every provider sending AI replies to end customers to clearly disclose. For email this means: every AI-sent reply must include a footer note that the reply was written by an AI. Rinqo does this by default: every sent mail carries a small, unobtrusive footer note, adjustable in wording and position. For escalation mails (answered by you personally) the note is automatically omitted. Compliance is default, not configuration effort.

Pricing + ROI example

Rinqo Starter from €99 net/month (500 credits, 1 credit = 2 emails). For a typical SMB with 100 emails daily (60% routine = 60 AI-answered) that equals 30 credits/day, ~750 credits/month, Pro plan at €349/month (2,000 credits). Time savings: 60 AI answers × 3 min = 3 hours daily. At €60,000 employee gross 3 hours equals ~€600 per day, €12,000 per month. ROI factor 34× at standard setup.

Email templates with AI, instead of maintaining 50 templates manually

Static email templates are the classic attempt to scale email replies: one text snippet per request, copy and paste, manual tweaks. Works for three request types, breaks at thirty. Rinqo's email assistant replaces the template concept: instead of fixed snippets the AI generates a specific reply per email from your knowledge base. No template upkeep, no copy-paste, no stale answers. If you still want fixed snippets (invoice confirmation, appointment reminder, standard shipping note), templates can be stored as a preferred answer base — the AI uses them and only adjusts context-specific details.

• Dynamic answers instead of 50 static templates
• Hybrid mode: templates as answer base, AI adds context
• Knowledge base updates apply instantly to all answers
• No maintenance overhead per template variant

Answer emails automatically, without generic auto-responders

'I'm on vacation' or 'we will get back to you within 24 hours' — classic auto-responders don't resolve a request, they just defer it. Rinqo automates the actual answer: identify the request, query the knowledge base, formulate a concrete reply, close the loop. Example tax practice: a client asks for the status of their VAT pre-declaration. Classic auto-responder writes 'we will get back to you' — the client keeps waiting. Rinqo answers concretely: 'VAT pre-declaration for Q3 was filed on 15.10., assessment still pending. Next deadline Q4: 10.02.' Request resolved, client relaxed, you don't have to do anything. For complaints, legal topics or new mandates the escalation to a human stays default — the AI only handles what it can safely handle.

Mailbox AI for Outlook & co., autonomous instead of drafts

Office suite assistants pre-draft email replies — sending still happens manually, mailbox by mailbox, licensed per user. Rinqo solves the same use case differently: IMAP/SMTP connection to your existing mailbox (Office365, Exchange or any other provider), processing on Hetzner Germany, Azure OpenAI Sweden Central inside the Microsoft EU Data Boundary. The agent answers standard requests autonomously and escalates complex cases to you with context. One licence for the entire team, not per mailbox. If your use case is suite-native assistant features (calendar drafts, meeting notes), your office suite's assistant is the more direct solution — for automatic email replies, Rinqo is the right fit.

What the industry says

Real pain quotes from DACH SMB forums (2022-2024 data). Main pattern: email backlog causes client frustration and missed deadlines, exactly the use case an AI email assistant solves.

• "he just doesn't get back to me for 2 weeks and is never available", client Rotzeplom about his tax advisor, sellerforum.de, 28.07.2022
• "For 2022 not a single VAT pre-declaration has been filed", client xMerchant about tax advisor backlog, sellerforum.de, 29.07.2022
• "a lot of construction sites have piled up", client Wollomo about tax advisor overload, sellerforum.de, 31.07.2022