Professional Email Replies — Even When You're On the Job
AI that drafts and sends thoughtful, professional replies to every customer email — in your voice, on your schedule. Never leave a customer waiting for an email response again.
90% Faster Replies
Minutes instead of hours
Meet Your AI Email Assistant
Your customers send emails expecting fast, helpful responses. Your AI Email Reply Assistant reads every incoming message, drafts a professional reply in your brand voice, and sends it — or queues it for your approval — so no email ever goes unanswered.
The Problem
Your Inbox Is Costing You Customers
Emails Pile Up
You're on a job site all day. By the time you check email, there are 30+ messages waiting — and some are days old.
Customers Wait Days
78% of customers buy from whoever responds first. A 24-hour email delay means your competitor already won the job.
Rushed, Sloppy Replies
When you finally reply at 10 PM, it's a two-line email full of typos. Not the professional image you want.
Lost Email Threads
You can't remember who asked what. Context gets lost between dozens of email threads and you miss key details.
Same Questions Repeated
"What are your hours?" "Do you offer financing?" "What's your service area?" — the same 10 questions, over and over.
Leads Go Cold
A potential $5,000 job emailed you Tuesday. You replied Friday. They already hired someone else.
How It Works
From Inbox to Sent in Under 4 Minutes
Four intelligent steps that turn every incoming email into a professional, on-brand reply.
Customer Email Arrives
A new email hits your inbox — quote request, question, follow-up, anything.
AI Reads Context & Intent
Understands the topic, urgency, tone, and what the customer actually needs.
Drafts Professional Reply
Writes a thoughtful response in your brand voice with the right level of detail.
Sends or Queues for Review
Auto-sends routine replies. Queues complex ones for your quick approval.
Smart Drafting
Reads the Email, Writes the Perfect Reply
Your AI assistant doesn't just fire off a generic template. It reads the full email, understands what the customer needs, and crafts a reply with the right tone, length, and level of detail — as if you wrote it yourself.
Incoming Email
Hi, our central AC unit is 15 years old and struggling to keep up. We'd like to get a quote for replacing it. We have a 2,400 sq ft home. When's the earliest you could come out?
AI-Drafted Reply
Hi Sarah,
Thank you for reaching out! A 15-year-old unit is definitely due for an upgrade, and we'd be happy to help. For a 2,400 sq ft home, we typically recommend a 3-4 ton system.
We have availability this Thursday or Friday for a free on-site assessment. Which works better for you?
Best regards,
Mike's HVAC Team
Voice Trained on 847 Past Emails
Last synced: 2 hours ago
Email Tone Presets
Standard Inquiries
Friendly & Helpful
Quote Requests
Professional & Detailed
Complaints
Empathetic & Solutions-Focused
Urgent / Emergency
Direct & Reassuring
Email Signature
Mike's HVAC Services
Licensed & Insured | (555) 123-4567
www.mikeshvac.com
Your Voice
Every Email Sounds Like You Wrote It
The AI learns from your past emails — your phrases, your style, your level of formality. Customers never suspect they're reading an AI-written reply because it sounds exactly like the emails you would write.
Your Rules
You Decide What Gets Sent Automatically
FAQ answers and appointment confirmations? Send them instantly. Custom quotes and complaint responses? Queue them for your review. You set the rules — the AI follows them.
Auto-Send (No Review Needed)
FAQ Responses
~40/week
Appointment Confirmations
~25/week
Thank You Follow-Ups
~15/week
Hours & Availability
~20/week
Queue for Review
Custom Quotes
Needs pricing approval
Complaints / Disputes
Sensitive — needs your touch
Legal / Contract Questions
Liability concerns
Email Response Analytics
137 emails handled this week
4m
Avg Reply Time
92%
Auto-Sent
4.8
Satisfaction
Top Email Topics
Insights
See Exactly How Your Email Is Performing
Track response times, see which topics customers ask about most, and measure satisfaction — all from a single dashboard. Know what's working and where to improve.
See It In Action
Professional Replies. Zero Effort.
The Impact
Why Local Businesses Love Email Reply Assistant
90% Faster Replies
Customers get professional responses in minutes instead of hours or days. First impressions that win the job.
Professional Quality
Every email is well-written, properly formatted, and free of typos — even the ones sent at midnight.
Your Brand Voice
Trained on your actual emails so replies sound like you. Customers can't tell the difference.
Auto-Send Rules
Routine emails sent instantly. Sensitive replies queued for your review. You control the boundaries.
Save 6hrs/Week
Stop spending your evenings catching up on email. Your AI handles 90% of replies automatically.
Zero Unanswered Emails
Every customer email gets a reply — no exceptions. No more leads slipping through the cracks.
Built for Your Industry
Email Replies Trained for Your Business Type
Legal
Dental
HVAC
Contractors
Auto Repair
Any Service Business
What Business Owners Are Saying
"I used to spend 2 hours every night catching up on emails. Now the AI handles 90% of them and the replies are better than what I was writing. My clients actually compliment my email communication now."
Carlos R.
HVAC Business Owner
"The auto-send feature for appointment confirmations and FAQ replies is a game-changer. I only review custom quotes now — everything else just works. Saved me at least 6 hours a week."
Amanda K.
Dental Office Manager
"We went from a 48-hour average email response time to under 5 minutes. Our close rate on email leads jumped from 15% to 40%. The ROI was obvious within the first week."
Jason M.
General Contractor
Do More with FlashCrafter
Email Reply Assistant works even better with these features.
24/7 Support Assistant AI
Handle chat, text, and social DMs with the same AI intelligence. Cover every communication channel your customers use.
Learn moreVoice Answering Service AI
AI that answers your phone calls professionally, takes messages, and routes urgent calls — 24/7 without a receptionist.
Learn moreLead Finder AI
Automatically find and qualify new leads in your service area. Pair with Email Reply Assistant to instantly follow up.
Learn moreFrequently Asked Questions
Will my customers know the emails are AI-written?
No. The AI is trained on your actual email history, so replies match your writing style, vocabulary, and tone. Customers see your name, your signature, and a response that sounds exactly like you. Most businesses report that clients compliment their email communication after enabling the assistant.
What types of emails can it handle?
Quote requests, appointment scheduling, FAQ answers, follow-ups, thank-you emails, service confirmations, and general inquiries. For complex topics like custom pricing, legal questions, or complaints, the AI drafts a reply and queues it for your review before sending.
How does the auto-send vs. review system work?
You create rules based on email type, topic, or sender. Routine emails (FAQs, confirmations, scheduling) can be auto-sent instantly. Sensitive emails (quotes, complaints, contracts) are drafted and placed in your review queue where you can approve, edit, or reject with one tap.
How long does it take to set up?
Under 30 minutes. Connect your email account, let the AI analyze your past emails to learn your voice, set your auto-send rules, and you're live. No technical knowledge required.
Does it work with Gmail, Outlook, and other email providers?
Yes. Email Reply Assistant integrates with Gmail, Outlook, Yahoo Mail, and any IMAP/SMTP email provider. It also syncs with your GoHighLevel CRM so every email interaction is logged to the right contact record.
Can I edit a reply before it's sent?
Absolutely. For queued emails, you can edit the AI draft, add your own notes, or rewrite it entirely before approving. For auto-send emails, you can retroactively review what was sent and adjust rules if needed.
What happens with email attachments?
The AI can read and reference common attachment types (PDFs, images, documents) to provide more accurate replies. For example, if a customer sends a photo of a broken unit, the AI will acknowledge it in the response and reference the specific issue.
How is this different from canned email responses?
Canned responses are generic templates. Email Reply Assistant reads the full context of each email — the customer's name, their specific question, previous conversations, and your business details — to write a unique, personalized reply every time. No two responses are the same.
Stop Losing Customers to Slow Email Replies.
Join hundreds of local service businesses using Email Reply Assistant to deliver instant, professional email responses, win more jobs, and get their evenings back.