Email intelligence for your system — ready to plug in, not build from scratch.
Responia Engine analyzes every email and attachment — categorizes, extracts key data and dates, and groups everything into orders ready for your system. It also surfaces what needs a reply, so nothing important slips through.
Your system knows everything.
Except what's in the email.
Your users hash things out over email — prices, deadlines, changes — then log into the system and re-enter it all by hand. Every order, every day.
Every change goes through a person
Order number, price, deadline, revision — every detail from an email gets copy-pasted into the system manually. Over and over.
Client history lives in the inbox
A client calls with a question. The user digs through threads looking for the answer. It's in an email somewhere — but the system has no idea.
Latest version? Ask around
Three threads, a handful of attachments, two PDFs. The system can't see the inbox — so no one really knows which file is current.
Key decisions are made over email.
Your system should know about them — and know what to do next.
What Responia Engine does in your system
Two layers working in parallel — one processes data from emails and attachments, the other decides what needs your users' attention.
Emails and attachments
Reads every message and file — extracts data, categorizes it, and prepares it for downstream processing.
Orders from email
Incoming emails automatically create or update orders in your system, linking all related threads into one record.
Dates and deadlines
Key dates found in email content are automatically added to calendar entries or order fields.
Configurable for your industry
Field mapping, extraction rules, and order types — all tailored to your schema, not the other way around.
Which emails need handling
Configurable rules determine which messages are surfaced to the user — they see only what actually needs their attention, without the noise of the full inbox.
Priority threads
The engine marks threads as high-priority based on your rules — users always know what to tackle first.
Follow-up
Threads without a reply are automatically flagged for follow-up — no important conversation goes unanswered.
Your system — before and after Responia Engine
One integration changes how your users handle email and orders.
Without Responia Engine
- Email and orders live in separate places — every update entered manually
- Users scroll through the entire inbox just to find what needs attention
- No priority or follow-up logic — important threads get lost in the noise
- Building email handling from scratch takes months and a large team
With Responia Engine
- Emails automatically create and update orders — full history on every record
- Users see only what actually needs their action — no inbox noise
- Priorities and follow-ups flagged automatically — nothing important slips through
- Ready-made AI engine — integrate via webhook, no need to build from scratch
Who it's for
If you run a CRM, an industry platform, or an operational tool that's missing proper email handling — Responia Engine is the missing layer. No need to build it from scratch.
From email to order — in five steps
Responia Engine sits between the inbox and your platform. One integration, two-way data flow: it processes the email and calls your webhook — you return an order ID, and the thread is permanently linked to that record.
- 1
Email arrives in the inbox
The message reaches the engine — any sender, any format.
- 2
AI extracts structured data
Order number, dates, parties, attachments — pulled from raw email text into clean fields.
- 3
Webhook fires to your system
Responia Engine calls your endpoint: create or update an order, attach files, optionally add a calendar entry.
- 4
Your system returns the order ID
One response from you — the engine permanently links the email thread to that order.
- 5
Replies — and related threads — all land in the same order
Responia Engine tracks not just replies in the same thread, but also detects other threads about the same order — say, a separate conversation with a subcontractor. Everything gets consolidated into one record.
Two ways to add smart email handling to your system
Responia Engine can run invisibly inside your platform, or alongside it — depending on what your users need.
Responia Engine inside your platform
All email-related views live in your system. Users never leave your app — the engine runs quietly behind the scenes.
Użytkownicy pozostają w Twojej aplikacji
Responia app + your system
Your users handle email in the Responia interface — with full access to order context from your system. Communication history, order data, and attachments in one place, without switching apps.
Użytkownicy pracują w interfejsie Responia
How much you take on — and how much we do
Three options — from self-serve integration to full implementation support with UX/UI design.
Responia Engine & configuration
We deliver a configured engine — your team handles the integration and deployment.
Responia Engine + dev support
Our engineers work alongside your team to integrate the engine in your environment.
Full package with UX/UI
End-to-end: integration, configuration, and custom email views designed for your product.
Two infrastructure options
We match the infrastructure to the size and requirements of your system.
Shared infrastructure
Logical data separation on shared resources. Good for most systems and standard loads.
Dedicated instance
Separate engine instance with isolated resources. For enterprise-grade uptime and compliance requirements.
Want to add email handling to your system?
Tell us about your system — we'll walk you through the integration, recommend the right engagement model, and answer any technical questions.
Let's talk