AI agent
Drafting Assistant
First drafts of letters, file notes and summaries, built from your precedents where Private AI is in place and reviewed by a qualified person before use.
AI Agents · Best for busy partners
AI inbox agent for professional firms
The Inbox Agent, by Pylon Digital, is an AI inbox agent for professional firms. It sorts incoming email, files it to the right matter or job, and drafts replies in Outlook. It never sends anything: a person reads, edits and sends every draft, so busy partners spend inbox time on decisions rather than filing.
Last updated:
Is it right for you
Who it's for
The Inbox Agent suits partners and principals at 10–100 person law, accounting and advisory firms whose inbox has become a second job. The usual trigger is a partner clearing email late at night, or a practice manager finding client correspondence that was never saved to the matter or job.
- Partners who field client, referrer and counterparty email between meetings all day
- Advisory firms running several engagements at once, where correspondence must sit with the right engagement
- Law firms on Actionstep that need every email saved to the matter
- Accounting firms on Xero Practice Manager that want client email attached to the job
- Firms where assistants file email by hand and fall behind in busy weeks
Why does a person stay on the send button?
A person stays on the send button because an email from a partner can give advice, commit the firm or disclose confidential information, and those are judgements the firm must own. The Inbox Agent removes the sorting, filing and first-draft work around each email, so the partner’s time goes on the decision itself.
The Inbox Agent is one of six AI agents for professional firms that Pylon Digital builds and runs on the same guardrails. For longer letters, file notes and summaries, the Drafting Assistant prepares first drafts for review, and our guide to AI first drafts in law firms covers how to review them well.
Capabilities
What it does
You get an agent working inside your Microsoft 365 mailboxes, configured to your matters, jobs and filing rules, with every action recorded.
Sorting and priority
Incoming email is labelled by client, matter or job and by priority, with deadlines and urgent client messages flagged for the partner.
Filing to the matter or job
Emails and attachments are saved to the matching matter, job or document folder. Uncertain matches wait for a person to confirm.
Draft replies in Outlook
Replies to routine email are drafted in the partner's voice and saved to the Drafts folder, ready to edit and send.
Morning digest
A short summary of what arrived, what was filed where and what is waiting on the partner.
Written filing rules
The rules for matching email to matters, jobs and folders, agreed with your team and updated as they change.
Monthly run and support
We monitor the agent, review misfiles and exceptions with you, and adjust the filing rules.
Guardrails
What it will never do on its own
The Inbox Agent sorts, files and drafts. Sending, deleting and committing the firm to anything remain a person's decisions.
- Human approval before anything leaves the firm: the agent drafts and a person sends
- A full audit log of every email read, labelled, filed and drafted
- Agent data stored in fully GDPR-compliant data centres
- No sending, forwarding or automatic replies, and no new recipients added to a thread
- Never deletes email, and holds uncertain filing for a person to confirm
- Works only in the mailboxes and folders you nominate
Process
How it works
The path is short and fixed: a discovery call, a scoped build and a supervised start, then a monthly service that keeps the agent running.
- Step 0145 minutes, free
Discovery call
We look at the mailboxes involved, how filing works today and where partner time goes.
- Step 02Agreed in writing
Filing and drafting rules
We agree how email maps to matters, jobs and folders, which messages get draft replies and which the agent leaves alone.
- Step 03Timeline in your proposal
Build and connect
We connect Microsoft 365 and your practice-management system with the narrowest permissions that do the job, then test on past email.
- Step 04Timeline in your proposal
Supervised start
The agent starts with one or two partners and suggests each filing for a person to confirm until the matches are reliable.
- Step 05Monthly, ongoing
Run
We host and monitor the agent under Managed AI and adjust the rules as matters, jobs and people change.
Integrations
Systems we work with
The Inbox Agent works with Microsoft 365 mail through Microsoft Graph, Microsoft's interface for this kind of integration. Filing uses each practice-management system's own options: as at September 2026, the Actionstep API can add documents to a matter and the Xero Practice Manager API can add documents and notes to a job.
- Microsoft 365
- Outlook
- Actionstep
- Xero Practice Manager
- LEAP
- SharePoint
Security & data residency
Where your data goes, and who can see it
Email holds some of the most sensitive information a firm has, so the agent gets the least access that does the job.
- Chosen mailboxes only
- The agent works in the mailboxes and folders you nominate, usually starting with one or two partners. Excluded senders and folders, such as HR, stay out of scope.
- Drafts, not sends
- In Microsoft Graph, creating a draft and sending mail need separate permissions. The agent is given the first and not the second.
- Where data is stored
- Agent data and the audit log are stored in fully GDPR-compliant data centres. Our security and data residency page explains how we protect them.
- Model training
- Your proposal shows each AI provider's terms on model training, and we switch on the settings each provider offers to keep client data out of it.
- Privacy
- Each system's handover documentation records what personal information it holds, where it is kept and who can see it, so your firm can answer privacy questions from clients and regulators.
Pricing
Pricing guidance
Pricing model: Setup + monthly
Setup fee plus a monthly fee, both quoted in writing after the free discovery call. Setup depends on the number of mailboxes, the practice-management system we file to and how detailed the filing rules are. The monthly fee covers hosting, monitoring and rule changes under Managed AI.
Illustrative example
Example: a managing partner at a 40-person advisory firm
Talk through a similar buildIllustrative scenario: a managing partner receives client, referrer and internal email across many live engagements, and files what she can on Sunday nights. With the Inbox Agent, each email is labelled by engagement as it arrives, attachments are saved to the engagement's SharePoint folder, and routine replies, such as confirming a meeting or acknowledging documents, wait in her Drafts folder. Each morning she reads a short digest, edits and sends the drafts she agrees with, and confirms the few filings the agent was unsure of.
Commitments
What you can hold us to
These are the working rules behind every engagement, from the first discovery call to the monthly Run service. Ask us on the call how each one works for the system you have in mind.
Scope and price in writing first
Every build is scoped and priced in writing before work starts, so there are no open-ended hours.
A person approves what agents send
Our AI agents draft; a person at your firm approves what they send. The After-hours Receptionist answers live only from wording your firm approves in advance.
Every agent action logged
Every action an agent takes is recorded in an audit log, so you can see exactly what it did.
GDPR-compliant data centres
Client data in the systems we build and run is stored in fully GDPR-compliant data centres.
Accessible, fast websites
Websites are designed and tested against WCAG 2.2 level AA and Google’s Core Web Vitals “good” thresholds.
Built and run under one roof
A build can move straight onto a monthly Run service with us, so it is not handed over and forgotten.
Questions
Frequently asked questions
Can the Inbox Agent send email on its own?
No. The agent saves replies as drafts in Outlook, and a person reviews, edits and sends them. In Microsoft Graph, which Microsoft 365 provides for this kind of integration, creating a draft and sending mail need separate permissions. We grant the agent the first and not the second, so it cannot send even by mistake. Every draft it creates is recorded in the audit log.
How does it know which matter or job an email belongs to?
It matches on the sender, the client, any matter or job number in the subject or body, and the history of the thread, using filing rules agreed with your team. When the match is clear, it files the email. When it is not, it holds the email and asks a person to choose. We review those corrections with you and update the rules.
Which practice-management systems can it file to?
As at September 2026, Actionstep's API supports adding documents to a matter, and Xero Practice Manager's API supports adding documents and notes to a job, so the agent can file to both directly. For LEAP, we confirm the options for your firm in discovery; if direct filing is not available, the agent tags each email with the matter number so staff can save it to the matter in LEAP as they do today.
Do partners need to change how they use Outlook?
No. Partners keep working in Outlook on desktop, web or phone. Labels appear as Outlook categories, filed emails carry a category showing the matter or job, and draft replies sit in the Drafts folder like any other draft. The only new habit is a short morning digest listing what was filed and what is waiting on the partner.
How much does the Inbox Agent cost?
It is priced as a setup fee plus a monthly fee, both quoted in writing after the free discovery call. The setup fee depends on how many mailboxes we connect, which practice-management system we file to and how detailed your filing rules are. The monthly fee covers hosting, monitoring, rule changes and support under our Managed AI service.
Secure by design. Set up correctly. Fully managed.
Talk to us before you commit to anything
Start with a free 45-minute discovery call. We look at your systems and priorities, then recommend a first step with a fixed scope, or tell you if we are not the right fit.
Keep exploring
Related services and reading
AI agent
Document Chaser
Follows up clients for missing tax documents and unsigned engagement letters, stops when they arrive, and waits for staff approval before every send.
Industry
Advisory firms
Business AI plans set up properly, private AI over your methods and past engagements, and one weekly utilisation and pipeline report for advisory firms.
All agents
AI agents for professional firms
Six AI agents that chase documents, handle intake, answer after-hours calls and draft replies, with human approval before anything leaves your firm.