AI-based email monitoring module for timely proposal detection

Introduction

HST Management Group encounters numerous industrial and energy project proposals, supplier inquiries, and collaboration opportunities daily. These typically arrive via email, often directly to executives, project managers, or sales representatives.

Previously, important proposals were sometimes:

• not detected in time,
• important emails escaped attention,
• response delays resulted in lost opportunities.

To solve this problem, an AI-based email monitoring module was developed that automatically analyzes incoming emails and sends real-time notifications about proposal-like messages on Discord.

Solution Process

Business Value

The AI module provided a direct answer to a specific, practical problem: "Don't let any important proposal get lost."

HST is now able to:

• react immediately to new proposals – even outside business hours if necessary,
• prioritize emails without manually reviewing everything,
• provide team visibility on potential opportunities.

This significantly reduced the number of lost or delayed responses, which is particularly important in the fast decision-making industrial sector.

Technical Implementation

The system monitors emails in the specified account through Gmail (IMAP or OAuth2 API) integration and consists of several components:

• API Integration: Gmail API connection for continuous email monitoring
• Text Analysis Engine: NLP-based AI model for content evaluation
• Classification Algorithm: Machine learning models for relevance calculation
• Discord Webhook: Automatic notification mechanism for important messages

Experience and Results

Since the system implementation:

• Successfully detected and processed several proposals that would have been lost in daily email traffic
• The AI module accuracy continuously improves as we integrate HST feedback into the system's learning cycle
• The response time significantly decreased, providing serious advantage during business negotiations
• Sales team efficiency increased as they can focus on truly important inquiries

Continuous Development

Future objectives:

• Expanding the system to multiple accounts or team-level email addresses
• Refining summaries with context-sensitive paragraph highlighting
• Email prioritization based on project size, financial volume, or partner
• Connecting the system to CRM for automatic contact management

The system thus functions not only as a technical tool but also as a strategic decision support module in HST's business development.

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Next Step

The AI-based email monitoring system can be further expanded and customized according to company needs. Such automated solutions provide significant resource savings in sales and project management areas.

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