AI Agent Case Study · InboxMind

Email Social Media Invoices Recruiting BGV Process Support Tickets Lead Follow-ups Data Extraction Report Gen CRM Updates Scheduling Onboarding handled Autonomously.

Autonomous AI agents that manage your most repetitive workflows end-to-end — 24/7, no human intervention needed. Built with LangGraph, Claude API, and production-grade tooling.

0%
Emails auto-resolved
↑ +12%
0s
Avg response time
8× faster
0h
Staff hours saved/week
↑ Recovered
0%
Cost reduction
↑ Net savings
01
How it works — Agent pipeline
📨
Email Received
Webhook fires on new Gmail or Outlook message
→
🔍
Classify
Intent, priority & sentiment via LLM
→
🧠
Agent Loop
LangGraph ReAct — reasons & calls tools
→
🗃️
Retrieve
CRM data + knowledge base context
→
✉️
Respond
Sends personalised reply or escalates
⚠️ Human-in-the-loop fallback: If confidence drops below 0.72 or sensitive data is detected, the agent pauses and forwards to a human with a full reasoning summary attached.
02
Live agent run — watch it think
Incoming: Sarah Chen · ACME Inc. — "Q3 Renewal + Pricing Query"
Thread: eml_8f3k2x · 10:42:03 UTC
Running
✓
Trigger
New email from sarah.chen@acme.io — webhook at 10:42:03.221
✓
Tool → classify_email()
Intent: pricing_inquiry · Priority: HIGH · Confidence: 0.94
✓
Tool → query_crm()
Customer: Enterprise tier · ARR $84k · Renewal: active · CSM: Marcus T.
✓
Tool → rag_retrieve()
Query: "enterprise renewal pricing 2024" · 4 chunks · Top score: 0.91
✓
Agent Reasoning
Enterprise tier in active renewal window. Policy doc (chunk_3) authorises 8% loyalty discount. Drafting reply.
✓
Tool → draft_reply()
Tone: professional · Length: medium · Loyalty discount included · 247 words
✓
Completed
Reply sent ✓ · CRM logged ✓ · Thread archived ✓ · Confidence 0.89 — threshold met
✓ Resolved autonomously — no human required
Runtime: 3.79s
03
Agent tools — what it can do
🔍
classify_email()
Determines email intent, priority, and sentiment using structured LLM output parsing.
6,201 calls / month
👤
query_crm()
Fetches customer data from HubSpot — plan type, ARR, assigned CSM, and open tickets.
4,887 calls / month
📚
rag_retrieve()
Semantic search over company knowledge base — pricing, FAQs, policies, product docs.
3,912 calls / month
✍️
draft_reply()
Generates a context-grounded, on-brand email response with tone and length control.
5,843 calls / month
📤
send_email()
Dispatches reply via Gmail API and logs the sent thread in long-term memory.
5,490 calls / month
🚨
escalate_to_human()
Routes edge cases to the right CSM with a full agent reasoning trace attached.
351 calls / month
04
30-day performance
0%
Auto-resolved rate
↑ Record High
0s
Avg. response time
8× Faster
0h
Hours saved weekly
Recovered
0%
Cost reduction
Net Savings
Email resolution by category
Pricing Inquiries97%
Support Requests91%
Onboarding Questions89%
Escalated / Edge Cases6%
05
Before & after deployment
✕ Before
✕
3 staff spending 7+ hours/day on email triage
✕
6–18 hour reply delays frustrating customers
✕
Inconsistent tone and missing context in replies
✕
No CRM logging — customer history scattered
✕
High-priority emails buried, escalations missed
✓ After
✓
94% of emails handled with zero human touch
✓
Replies in under 4 seconds, 24/7 including weekends
✓
Every reply grounded in RAG context — always accurate
✓
Every interaction auto-logged to HubSpot
✓
Smart escalation with full reasoning trace to CSM
06
Technology stack
Agent Core
LangGraph Claude API Pinecone LangChain
Integrations
HubSpot API Gmail API Outlook API Slack Webhooks
Infrastructure & Observability
Python 3.12 FastAPI Redis Docker Fly.io Langfuse Pydantic v2
Ready to automate your workflow?
I build agents like this
for your business.
Production-ready · 3+ years experience · Real results, not demos
Get in touch →
07
Get in touch
Tell me about your workflow and I'll design an agent that handles it automatically.
⚡
Fast turnaround
MVP agent delivered in days, not months
🔒
Client privacy first
All live deployments kept strictly confidential
🧠
Production-grade only
Real systems, not toy demos
Teetotaler AI
Adithya Reddy
Agentic AI Engineer · 3+ years
I'll respond within 24 hours.
✓ Message sent! I'll be in touch within 24 hours.
🔒 Client Privacy Notice: For the protection of our clients, we cannot expose or link to any live deployments. This is a functional architecture and workflow overview only — all credentials, client data, and production endpoints remain strictly confidential.