InboxOps
Transforming Automation of Backend Services
Created on 4th September 2025
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InboxOps
Transforming Automation of Backend Services
The problem InboxOps solves
InboxOps is an AI-powered operations backend that transforms raw business emails into structured, trackable workflows. Instead of drowning in threads, teams can manage orders, approvals, HR requests, and support tickets directly from their inbox clean, fast, and reliable.
🔹 The Problem
Business-critical workflows still live inside email.
Orders, approvals, and tickets get buried in cluttered inboxes.
Manual copy-paste into tools slows response and causes errors.
🔹 The Solution (InboxOps)
Uses Postmark inbound parsing + AI to structure emails.
Converts messages into actionable modules:
→ Orders – parse, confirm, and track customer orders
→ Approvals – streamline decision-making flows
→ HR Requests – handle leave, policy, and updates
→ Support Tickets – manage, tag, and resolve issues faster
Provides dashboards with full CRUD, AI summaries, and smart tagging.
Challenges I ran into
Email Parsing Reliability – Handling varied email formats (HTML-heavy, forwards, plain text) caused frequent extraction issues. Addressed this by combining Postmark’s structured webhook parsing with a regex-based sanitizer for consistency.
Summarization Latency – LLM-based summaries slowed down responses, especially for long emails. Pre-filtering signatures/footers and chunking inputs significantly reduced latency and token usage.
State Synchronization in Dashboards – Ensuring CRUD actions (status updates, tagging) reflected instantly was challenging. I implemented optimistic UI updates with FastAPI endpoints to maintain a smooth, real-time experience.
Accurate Priority Tagging – Early versions of AI criticality tagging misclassified urgency. A hybrid approach — keyword-based detection plus AI refinement — improved accuracy and trustworthiness.
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