Workflow Automation
AI Report Automation for Retail
Assembles recurring reports from multiple sources on a schedule, adapted for Retail teams that compile store sales and stock reports across locations.
Workflow Automation
AI Inbox-to-Task Automation
Turns emails and chat messages that contain action items into tracked tasks, with an owner and due date pulled out automatically.
Requests hide in long email threads and busy chat channels, and some are simply forgotten. This workflow reads incoming email and messages in Slack or Microsoft Teams, spots the ones that actually ask for something and creates a task in Airtable or your project tracker. The owner, due date and context are filled in, and anything unclear is flagged rather than guessed.
- Action items in email and chat turned into tracked tasks
- Owner, due date and context filled in automatically
- Unclear requests flagged for a quick check, never guessed
$2,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Inbox-to-Task Automation reads incoming email and messages in tools such as Slack or Microsoft Teams, spots the ones that actually ask for something, and creates a task in Airtable or your project tracker with the owner, due date and context filled in.
Why businesses buy it
A missed request is a missed deadline, an unhappy client or a dropped sale, and it usually happens because the ask was buried in a thread. Copying requests into a task tool by hand is tedious, so it gets skipped on busy days. This workflow captures them as they arrive, with the details your team needs to act. Nothing slips through quietly. The written scope sets what counts as an action item, which systems connect and how it is tested, all before you order.
Problems this solves
Requests buried in email and chat never become real tasks
The automation reads incoming email and messages in tools such as Slack or Microsoft Teams. It spots the ones that actually ask for something and turns them into tasks.
Tasks get created without an owner or a due date
Each task is created in Airtable or your project tracker with the owner, due date and context filled in. Nobody has to retype details from the original message.
Chatter and FYI messages clutter the task list
One AI decision step separates real requests from general conversation and FYI notes. The workflow was checked across 20 test runs on your own sample messages before launch.
A good fit if
Action items regularly get agreed over email or chat and then forgotten, because nobody manually copies them into a task tool.
You already use a task or project tool such as Airtable, and want it kept current without someone re-typing requests into it.
You want the owner and due date pulled from the message itself, where they're mentioned, instead of typed in from scratch.
You're comfortable connecting up to three systems, such as Gmail or Outlook, Slack or Teams, and your task tracker, for this to run in the background.
Not the right fit if
You want every message sorted and routed by type and urgency, not turned into tasks specifically. See AI Email Triage, which is built for that job.
Your action items come from submitted web forms, not email or chat threads. See AI Form Processing.
You want a formatted recurring report of what happened, not individual tasks created. See AI Report Automation.
You need more than 12 steps or more than three connected systems in the workflow. Add a note at checkout for a Change Quote, or start from our Custom AI inquiry form.
How it works
- You describe today's process. A written description or screen recording of how requests currently turn into tasks, plus five to ten real sample messages, defines what counts as an action item.
- Up to three systems are connected. Typically your inbox or Slack or Teams, plus your task tool such as Airtable, linked with admin access so tasks appear where your team already works.
- The workflow is built, up to 12 steps. Each message is read for a request, and the owner, due date and context are pulled out wherever the sender included them.
- The AI decision step drafts the task. Where a due date or owner isn't stated, a sensible draft is proposed and flagged for a quick check rather than guessed silently.
- 20 test runs check it against your own data. Real sample messages are run through the workflow so you can confirm the right ones become tasks, and the wrong ones don't.
- You review it and we hand it off. Two rounds of changes tune what counts as an action item, then a recorded 45-minute session covers how to adjust the rules later.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- The list of systems involved, such as your inbox, Slack or Teams, and your task tool, with admin or API access to each.
- A written description or a short screen recording of how requests get turned into tasks today.
- Five to ten real sample emails or messages that should have become tasks, to define the pattern.
- The name of who should be alerted if a message can't be turned into a task automatically.
- The fields each task should carry, such as owner, due date, priority or project.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- Your business information (company basics, hours and brand voice), shared during intake.
- One decision-maker who can approve what counts as an action item before testing starts.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified and what counts as an action item is agreed.
Weeks 1–2
Inbox, chat and task-tool systems connected and the workflow steps built.
Week 3
Owner, due-date and context extraction configured for each task field.
Weeks 3–4
20 test runs completed on your real sample messages.
Week 4
Your review and two rounds of changes to what triggers a task.
Go-live
Live, recorded handoff session, 30 days of support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $2,900 |
| Express | 15–25 working days | $3,400 |
| Rush | 10–20 working days | $3,900 |
What you receive at handover
- AI Inbox-to-Task Automation configured and running
- One workflow of up to 12 steps linking your inbox or chat to your task tool
- Connections to up to three systems
- Workflow, prompt and guardrail configuration
- A test report, an admin guide and the recorded 45-minute handoff
- 30 days of post-launch support
Expected benefits and how to measure them
- Can stop requests slipping through the cracks
- Saves time copying details from messages into tasks
- Helps every task start with a clear owner
- Requests captured as tasks
- Compare tasks created per week in your tracker before and after launch.
- Missed or late requests
- Count requests that were followed up late or forgotten, using team feedback monthly.
- Tasks with owner and due date set
- Check a weekly sample in your tracker.
Before you start: Note how many tasks your team creates from messages each week and how often requests are missed.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running the workflow costs roughly $20 to $100 a month, covering the automation platform plus AI model usage, billed directly in your own accounts. A busy inbox and chat setup generating tasks throughout the day sits toward the top of that range.
AI usage during the build and testing is also billed to your accounts, so every provider relationship stays yours. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order keeps its delivery date either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
For this build we recommend monthly maintenance, which includes monthly change hours for things such as adding a new task field or adjusting what counts as an action item. Maintenance starts after the 30 days of included support and can be cancelled any month; unused hours do not roll over.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A project-management add-on charges a monthly fee per seat | A systems-integration contractor quotes an hourly project rate | Ours is one fixed price, shown before you buy |
| Setup | An add-on's automation rules are built and maintained by your own team | A contractor scopes and builds the rules as a custom project | Ours is built from your sample messages and tested with 20 real runs |
| Extraction | An add-on usually needs the owner and due date typed in manually | A contractor's quality depends on who is assigned | Ours reads the message itself for the owner, due date and context |
| Delivery | An add-on can be turned on the same day but stays generic | A contractor build usually runs several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
What is included in the AI Inbox-to-Task Automation build?
Up to three connected systems, one workflow of up to twelve steps including an AI step that spots requests and drafts tasks, 20 test runs on your own sample messages, two rounds of changes and a recorded handoff session. The price is fixed and shown on this page before you order, once what counts as an action item is agreed.
What does AI Inbox-to-Task Automation cost to run each month?
Roughly $20 to $100, covering the automation platform plus AI model usage, paid directly in your own accounts rather than billed through us. A busy inbox and chat setup that generates tasks throughout the day tends to land nearer the top of that range than an occasional one.
How fast can inbox-to-task automation start creating tasks?
On a fixed schedule shown before you buy, counted from a verified intake and including 20 test runs on your own sample messages. Express and rush delivery are both available for an added fee chosen at checkout, not after the build starts, if dropped requests are already costing you time or clients.
What access does AI Inbox-to-Task Automation need?
Admin or API access to your inbox or chat tool, such as Gmail, Outlook, Slack or Microsoft Teams, plus your task tool such as Airtable, so new tasks appear automatically where your team already works. Credentials are shared by adding our team as a user or creating a key you control, never by email.
Can we change what counts as an action item later?
Yes, through maintenance. Adding a task field, adjusting what counts as an action item, or tuning how owners and due dates are read all fit inside the monthly change hours. Connecting a fourth system is scoped separately as a Change Quote.
Is maintenance for this build a fixed-term contract?
No. Plans bill monthly and can be cancelled in any given month, with no long-term commitment attached. Task creation keeps running on its existing rules either way; a plan only pays for hours spent changing those rules afterward, and unused hours never roll into the next month.
Does the automation ever assign a task to the wrong person?
It reads the owner and due date directly from the message where they're stated, and flags anything unclear rather than guessing silently. Wrong assignments are rare once the 20 test runs confirm the rules match your real messages, and any pattern that keeps misfiring gets tuned through maintenance.
Stop losing requests inside long email threads.
Order AI Inbox-to-Task Automation and action items start turning into tracked tasks, with owners and due dates, from a fixed delivery date.
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