🎥 Watch the full demo on YouTube:
https://www.youtube.com/watch?v=o63P1DIzB84
Most outbound teams are losing deals without even knowing it.
Not because of bad messaging. Not because of bad targeting.
But simply because they reply too slowly.
In outbound campaigns, speed is everything. Research shows businesses can increase conversions by up to 900 percent simply by replying faster.
This is why we created our 24/7 email AI agent built inside n8n.
It reads emails, understands intent, writes responses, handles follow ups and syncs everything into your CRM. It works around the clock and keeps your pipeline active without any manual effort.
In this blog, you will see:
- Why speed matters in outbound
- Why we created an email AI agent
- How the workflow works inside n8n
- A real demo of the system handling replies and follow ups
- How this system increases booked calls
Let’s get into it.
🚀 Why We Created an Email AI Agent That Works 24/7
At Leadcare AI, we believe that speed is money.
When a lead replies to your outbound email, every minute matters. A fast response increases your chances of booking a call and moving the conversation forward. A slow response usually means the opportunity disappears.
Most teams simply cannot reply instantly because of time zones, weekends and workload.
This is why we built Hedra, our fully autonomous email AI agent that handles inbound replies and keeps conversations alive at all times.
Hedra takes care of:
- Reading every incoming email in seconds
- Understanding intent with AI
- Writing personalized replies
- Handling follow up sequences
- Syncing activity into your CRM
- Alerting the team in Slack
- Escalating when a human is needed
It operates like a full time SDR who never sleeps and never misses an inbound reply.
⚙️ How the Email AI Agent Works Inside n8n
Here is a clear overview of how the system operates behind the scenes.
1. Email Trigger (IMAP)
The workflow activates the moment your inbox receives a new email. n8n fetches the email and prepares the content for processing.
2. Email Whitelist
We use a Google Sheet whitelist to control who the agent is allowed to reply to.
If the sender is not approved, the workflow ends immediately.
3. Context Capture and Tracking
The system stores message IDs, conversation keys, timestamps and lead status in a data table.
This allows the agent to maintain context and manage follow ups accurately.
4. AI Email Classifier
The classifier identifies what type of email came in. It can detect interest, lack of interest, unsubscribe requests, objections, out of office messages and other categories.
5. Human Escalation Check
If the message requires human judgment, the system alerts the team through Slack.
This keeps the conversation safe and avoids incorrect replies.
6. Stop Filter
The workflow stops if the lead says:
- Unsubscribe
- Not interested
- Out of office
- Anything that should not receive an automated response
7. How the Email AI Agent Composes Replies With Full Context
This is the core part of the system.
Hedra writes the reply using all relevant context, including your tone of voice, the campaign message, the lead’s reply and the previous thread.
The response is clean, accurate and personalized.
8. CRM Sync and Slack Alerts
Once the reply is ready, the system updates your CRM and notifies your team in Slack.
You always know who engaged and when.
9. Send Email (SMTP)
The reply is sent instantly.
Leads often receive a response within seconds of writing to you.
10. Automated Follow Ups
If the lead does not reply, the agent sends follow up 1 and follow up 2.
Both messages are generated with context, calendar links and your offer.
This ensures the conversation stays active without manual work.
🎥 Demo: Watch the Email AI Agent in Action
Here is the full demo on YouTube:
https://www.youtube.com/watch?v=o63P1DIzB84
In the demo, we send a test email:
Subject: Free Access Check
Message:
Hi, thanks for reaching out. I am interested. Tell me more.
Here is what happens next:
- The workflow triggers instantly
- The whitelist is checked
- The classifier identifies interest
- No human action is needed
- The agent writes a personalized reply
- The reply is sent in seconds
After that, the system automatically generates and sends follow up 1 and follow up 2.
Everything happens without manual involvement.
The workflow behaves exactly as designed and delivers a fast, accurate response every time.
🏁 Why This System Matters for Your Business
A system like this can:
- Increase booked calls by five to ten times
- Win leads before competitors respond
- Keep conversations alive with consistent follow ups
- Reduce manual workload
- Keep your CRM perfectly organized
- Provide full time inbox coverage
The result is a fully automated inbound reply engine that drives more conversations and more revenue.
🔧 Want This Installed in Your Business?
We build and install email AI agents for companies every day at Leadcare AI.
Your setup will be customized to:
- Your tone of voice
- Your offer
- Your CRM
- Your calendar
- Your full outbound strategy
If you want this exact system running inside your business
Book your FREE Growth Potential Analysis today using our calendar:
Book your FREE Growth Potential Analysis here
Our Links 🔗
👉 Subscribe: https://www.youtube.com/@LeadcareAI
👉 Linkedin: https://www.linkedin.com/company/leadcare
👉 Instagram: https://www.instagram.com/leadcare.ai/
👉 Website : https://leadcare.ai/