📧 MailBatcher

AI-powered desktop email automation for SMTP/IMAP profiles, templates, address books, webhooks, and workflow-based processes

Download MailBatcher Free for Windows, macOS & Linux: https://apps.vibecodesoft.com

🧭 Overview

MailBatcher is a local desktop application for traditional and AI-powered email automation with reusable SMTP/IMAP profiles, email templates, address books, monitored folders, schedules, and controlled AI workflows.

Create structured, repeatable, and validated email processes without running your own mail server or writing complex automation scripts:

• Send emails from local folders using filename patterns, variables, attachments, and retry rules
• Automatically respond to incoming messages based on sender, subject, content, or attachments
• Analyze, classify, and process incoming emails with configurable AI models
• Extract contact details, priorities, classifications, escalation states, and counters from messages
• Generate AI-assisted replies based on existing HTML and plain-text templates
• Send qualified enquiries to approved APIs or webhooks as validated JSON payloads
• Automatically deliver digital products or documents as attachments based on recognized transactions
• Run recurring email workflows daily, weekly, or monthly
• Use address books for recipient lookups, variables, status fields, and language-specific templates
• Centrally manage SMTP, IMAP, AI providers, templates, attachments, history, token usage, and incidents

Ideal for invoice delivery, customer support, lead qualification, contact extraction, CRM integrations, digital product fulfilment, reports, mailbox automation, file-based processes, and backup or archiving strategies.

🚀 Highlights

• Reusable SMTP & IMAP Profiles
  Create email profiles for outgoing SMTP and incoming IMAP accounts and reuse them across multiple workflows.

• Workflow-Based Email Automation
  Create repeatable sending, responding, AI, scheduling, and archiving workflows through one central desktop interface.

• AI-Powered Email Processing
  Process incoming messages with a configured AI provider. Define a specific workflow task that determines which information may be analyzed, extracted, classified, or used to generate a response.

• Controlled Structured AI Outputs
  MailBatcher generates the expected JSON structure from the capabilities enabled in the workflow. Unsupported fields, actions, and output formats are rejected before execution.

• AI Replies Using Existing Templates
  Use existing template subjects, content, languages, and footers as the foundation for AI-assisted responses. The AI can replace only the inner message content while preserving the template heading, design, and signature.

• Automatic Classification and Prioritization
  Classify incoming messages into categories such as billing, technical, cancellation, sales, spam, or other, and assign priorities such as low, normal, high, or urgent.

• AI-Powered Address Book Updates
  Extract explicitly provided names, email addresses, phone numbers, customer IDs, language codes, or custom status fields and use them to update selected address book entries.

• External APIs and Webhooks
  Send qualified email enquiries as validated JSON payloads to configured CRM systems, ticketing platforms, automation services, or custom web applications.

• Validated API Payloads
  External API payloads must match the configured JSON structure exactly. Missing, additional, renamed, or incorrectly typed fields are rejected.

• Controlled Attachment Selection
  AI workflows may use only files that have been explicitly configured as approved attachment sources. Filenames are matched exactly and are never invented or approximated.

• Controlled Routing
  Recipients, IMAP folders, attachments, and external API targets are checked against values configured in the workflow. The AI may select only approved destinations.

• Send from Folder Workflows
  Monitor local folders, recognize files using patterns, extract variables, add attachments, retry failed deliveries, and move files into sent or error folders.

• Respond to Emails Workflows
  Monitor IMAP mailboxes, match incoming messages by sender, subject, or content, and trigger reply, send, or forwarding actions.

• Scheduled Email Delivery
  Schedule daily, weekly, or monthly email workflows using templates and attachments. Missed executions can optionally be processed after the application restarts.

• Address Book-Based Automation
  Use address books for recipient lookups, workflow matching, template variables, custom fields, and language-specific template selection.

• HTML and Plain-Text Email Templates
  Create professional templates with HTML content, plain-text fallbacks, inline images, sender variables, and language-specific variants.

• AI Cost and Token Overview
  Workflow history records AI responses, input and output token usage, and estimated execution costs for transparent usage tracking.

• Integrated Safety Mechanisms
  Duplicate prevention, allowlist checks, structured validation, error handling, runtime incidents, and optional error reports help reduce workflow failures.

• Local Desktop Workflow Hub
  Profiles, workflows, templates, address books, history, and settings are stored locally on your system. Email and AI credentials are stored locally in encrypted form.

• Import, Export, and Configuration Backups
  Import and export central management data or back up the complete application configuration. Passwords and API keys are intentionally excluded from exports.

• Background and Autostart Mode
  MailBatcher can optionally continue running in the background and launch automatically when the operating system starts, allowing enabled workflows to run continuously.

• Cross-Platform Desktop Tool
  Available for Windows, macOS, and Linux.

🤖 AI Email Workflows

AI Email workflows extend traditional IMAP processing with controlled, task-based analysis of incoming messages.

You describe the specific business process and define which inputs may be processed and which outputs may be generated. MailBatcher creates the expected structured response and validates the AI result before performing any action.

• Configure the AI provider, model, endpoint, timeout, and optional completion limit
• Define the business operation as a clear workflow task
• Allow only explicitly enabled AI outputs
• Let the workflow select between reply, forward, new send, or no action
• Update address book fields in a controlled way
• Move messages into approved IMAP folders
• Select approved attachments using exact filenames
• Send validated JSON payloads to approved API targets
• Review AI responses, token usage, estimated costs, and validation errors in workflow history

The AI does not have unrestricted control over the application. It provides structured suggestions only within the capabilities and values configured for the workflow.

⚙️ Workflow Examples

• Automatic Invoice Delivery from Folders
  Monitor invoice folders and automatically send PDF invoices using filename patterns. Extract customer IDs from filenames such as INV_10045.pdf, identify recipients through the address book, render email templates, add attachments, and move processed files into sent or error folders.

• Recipient Lookup Using Customer IDs
  Use variables extracted from filenames, CSV mappings, or address books to automatically determine recipients, contact persons, languages, company names, or workflow-specific template variants.

• Automatic Mailbox Responses
  Monitor IMAP mailboxes and automatically reply, forward, or trigger follow-up actions when the sender, subject, attachments, or message content matches defined rules.

• AI-Powered Customer Support
  Classify the latest incoming customer service message as billing, technical, cancellation, sales, spam, or other. Determine its priority and escalation status, update the contact history, and generate an appropriate reply using an existing template.

• Automatic Escalation of Urgent Enquiries
  Detect security incidents, legal threats, chargebacks, or business-critical problems. When necessary, suppress the automatic reply and move the message into an approved escalation folder.

• Contact Extraction from Incoming Emails
  Extract explicitly provided names, email addresses, phone numbers, customer IDs, and language information from a message and transfer them into the selected address book in a controlled manner.

• Spam and Ambiguity Detection
  Detect obviously unwanted messages or unclear contact identities. Prevent uncertain data from being saved and optionally move the message into an approved spam folder.

• AI-Generated Response Content
  Use the subject, body, and language of an existing template as the response foundation. The AI generates only the inner message content while the template heading, design, and footer remain unchanged.

• Lead Qualification and CRM Transfer
  Recognize qualified sales enquiries, extract explicit contact and company details, summarize the request, and send the information as a validated JSON payload to an approved CRM or webhook target.

• Automatic Lead Prioritization
  Assign enquiries to areas such as website, software, support, consulting, or automation and determine their priority based on explicit deadlines, outages, or security incidents.

• Webhook Integration Without Custom Scripts
  Forward structured data from incoming emails to services such as webhook.site, automation platforms, ticketing systems, or custom applications. The target URL, HTTP method, headers, and JSON structure are defined by the workflow.

• Digital Product Delivery After Payment
  Recognize clearly completed payment notifications, extract the payer email address and product identifier, and automatically send the associated approved file using a suitable email template.

• Safe Handling of Unclear Payments
  No file is delivered when a payment is pending, reversed, denied, failed, refunded, or ambiguous. Instead, the workflow records the reason for manual review.

• Monthly Report Delivery
  Automatically send reports, exports, analyses, backups, or generated documents daily, weekly, or monthly using predefined templates and attachments.

• Attachment-Based Sending Workflows
  Automatically attach PDFs, ZIP archives, Office documents, reports, screenshots, or exported data files before sending.

• Language-Specific Email Delivery
  Automatically select email templates based on the recipient language stored in the address book and send localized HTML and plain-text emails.

• Forwarding and Routing Workflows
  Automatically forward incoming emails to departments, support teams, accounting, or external recipients based on freely defined rules or controlled AI outputs.

• Mailbox Backup and Archiving Workflows
  Archive received messages locally, move emails into IMAP archive folders, or create structured backup workflows for recurring email processes.

• Error and Retry Handling
  Failed deliveries, invalid recipients, missing attachments, SMTP problems, AI provider errors, or invalid AI outputs can trigger automatic retries, incident logs, error reports, or notification emails.

• File-Based Workflow Automation
  Combine monitored folders, filename evaluation, address book lookups, variables, schedules, templates, and attachments into fully automated desktop email pipelines.

🔒 Controlled AI Execution

MailBatcher combines flexible AI processing with clear technical restrictions:

• AI actions must be explicitly enabled in the respective workflow
• Recipients may originate only from approved sources or configured values
• IMAP folders are used only when their exact names have been approved
• Attachments are selected exclusively from the configured file list
• External API targets must exactly match an approved destination
• JSON payloads must fully match the configured structure
• Address book fields can be changed only when the workflow task explicitly names the corresponding output field
• Unauthorized, additional, or incorrectly typed AI outputs are rejected
• Responses and actions are recorded in workflow history together with token usage and errors

This keeps the AI restricted to the intended business operation and prevents it from using unconfigured recipients, files, folders, or API targets.

🧩 Workflow Types

MailBatcher combines several email automation strategies in one central desktop application:

• Send from Folder – monitors local folders, recognizes files, extracts variables, adds attachments, and sends messages automatically
• Respond to Emails – monitors IMAP mailboxes and triggers rule-based reply, send, or forwarding actions
• AI Email – analyzes matching incoming messages with an AI provider and processes only validated outputs enabled in the workflow
• Send on Schedule – sends prepared emails daily, weekly, or monthly
• Backup & Archive – stores mailbox content locally or moves messages into configured archive folders

Everything is managed through one central interface without complex scripts or a self-hosted mail server.

🛡️ Local Data and Security

• Workflows, templates, address books, history, and settings are stored locally
• SMTP and IMAP passwords are stored locally in encrypted form in the application database
• AI provider API keys are also stored locally in encrypted form
• Configuration backups intentionally exclude email passwords and AI API keys
• Credentials must be entered again after importing a configuration backup
• Only messages matching the defined workflow filters are sent to the selected AI provider

The content processed by an external AI provider and the associated billing depend on the selected provider and model.

🪄 Quick Start

• Open MailBatcher
• Create an SMTP/IMAP email profile
• Create an email template and an optional address book
• For AI workflows, configure an AI account with a provider, endpoint, model, and API key
• Select the appropriate workflow type
• Configure filters, approved actions, attachments, folders, or API targets
• For an AI workflow, describe the specific business process as an AI Workflow Task
• Review the Final Prompt and workflow summary
• Start with small and controlled test runs

After activation, MailBatcher automatically runs the configured workflows. History, events, incidents, AI responses, and estimated costs can then be reviewed centrally.

⭐ Why MailBatcher?

• Local desktop application instead of a fully cloud-based automation platform
• Works with existing SMTP and IMAP accounts
• No self-hosted mail server required
• Traditional and AI-powered workflows in one application
• Controlled AI outputs instead of unrestricted agent actions
• Validated JSON webhooks and API integrations
• Reusable templates, profiles, and address books
• Local history, logs, incidents, and configuration data
• Support for Windows, macOS, and Linux

📧 MailBatcher
Automate traditional and AI-powered email workflows and manage SMTP, IMAP, templates, attachments, address books, webhooks, AI providers, and history in one central desktop application.