The boring workflow that quietly replaces your assistant
The blueprint behind an inbox assistant: four blocks (trigger, brain, router, memory) plus the human-in-the-loop step that makes it safe to use with customers. Works in Make, Zapier or n8n.
What you’ll build
One workflow that reads your inbox, labels each email, drafts replies in your own tone, logs every lead, chases late invoices, and sends you a daily digest, with nothing going out until you approve it. It’s four building blocks connected in the right order:
- Trigger: a new email arrives.
- Brain: an AI step classifies it and returns structured fields.
- Router: one path per category.
- Memory: every path writes back to a Google Sheet, which becomes your dashboard.
Then the step almost everyone skips: human-in-the-loop, so the AI drafts and you approve.
This guide is platform-neutral, like the video. For the exact Make clicks and prompts, see the Make inbox assistant guide.
Who it’s for
Small-business owners who don’t drown in hard work but in small work: sorting the inbox, replying to “is this still available?”, chasing a late invoice, copying a lead’s details into a spreadsheet.
Prerequisites
- An automation platform: Make, Zapier or n8n all work (the video uses Make for its visual builder; the logic is the same everywhere)
- An AI model with API access
- A Google Sheet
- A few real emails you’ve sent before (so drafts sound like you)
- A short FAQ document you write once
Tools used
| Tool | What it does here | Cost |
|---|---|---|
| Make, Zapier or n8n | Runs the four blocks | Check current plans and limits |
| AI model API | Classifies emails, drafts replies | Pay per use; check current pricing |
| Google Sheets | Memory and dashboard | Free with a Google account |
Pricing and free-tier limits change often, so check each tool’s current plan.
Time estimate
Plan on roughly 1 to 2 hours for a first working version, then a couple of weeks of reading drafts and tuning. These are estimates.
🔒 The rest of this guide is for members
The numbered steps, test checklist, troubleshooting and copy-paste templates are part of the membership. The video stays free on YouTube.