AI-Powered Desktop Email Automation Agent
Budget: ₹12,500 – ₹37,500 INR
Here is the detailed AI agent requirements for automation.
1. Objective
Develop an AI-powered desktop agent that integrates with email systems to automatically process incoming business communications (RFPs, RFIs, Job Descriptions), generate leads, assign tasks, track progress, and automate follow-ups, scheduling, and reporting.
2. Scope of Work
The AI agent will:
Monitor and process incoming emails
Identify and classify RFPs, RFIs, and Job Descriptions
Extract key information
Create and manage leads
Assign internal stakeholders
Track timelines and follow-ups
Automate communication and reporting
3. Functional Requirements
3.1 Email Integration
Integrate with email platforms (Zoho mail)
Continuously monitor inbox and specific folders
Filter relevant emails based on keywords, senders, or attachments
3.2 Document Classification
Automatically classify incoming emails/documents into:
RFP (Request for Proposal)
RFI (Request for Information)
Job Description (JD)
Use NLP/LLM for classification
3.3 Data Extraction
Extract and structure the following details:
Client name
Project name
Role / Requirement
Skills required
Experience level
Submission deadline
Contact person
Email thread reference
3.4 Lead Creation
Auto-generate Lead ID
Store details in:
Excel / Google Sheets / Database (configurable)
Maintain a Lead Tracker with:
Status (New / In Progress / Submitted / Closed)
Assigned owner
Deadlines/due dates
Notes
3.5 Task Assignment & Routing
Automatically route RFP/RFI/JD to relevant internal stakeholders based on:
Skill mapping
Predefined rules (e.g., by domain/project type)
Send email/Slack/Teams notification
3.6 Calendar & Meeting Automation
Create meeting invites based on:
Email context (e.g., interview, discussion request)
Sync with calendar (Outlook/Google Calendar)
Include:
Agenda
Participants
Attachments
3.7 Reminder & Follow-Up System
Automated reminders:
Before submission deadlines
For pending reviews
Follow-up emails:
Proposal submission follow-ups
Meeting confirmations
Configurable reminder frequency
3.8 Communication Automation
Auto-generate email drafts for:
Acknowledgements
Submission emails
Follow-ups
Allow human approval before sending (optional)
3.9 Reporting & Dashboard
Generate weekly reports including:
Total leads received
Leads by type (RFP/RFI/JD)
Submission status
Win/Loss tracking
Pending actions
Export formats:
Excel
PDF
Optional dashboard UI
4. Non-Functional Requirements
4.1 Security
Secure authentication
Data encryption (at rest & in transit)
Role-based access control
4.2 Performance
Near real-time email processing (within 1–5 minutes)
Scalable for increasing email volume
4.3 Usability
Simple UI dashboard (optional but recommended)
Manual override/edit capability
Activity logs for audit trail
4.4 Deployment
Runs on local laptop (Windows/Mac) OR hybrid (local + cloud)
Background service with minimal user intervention
1. Objective
Develop an AI-powered desktop agent that integrates with email systems to automatically process incoming business communications (RFPs, RFIs, Job Descriptions), generate leads, assign tasks, track progress, and automate follow-ups, scheduling, and reporting.
2. Scope of Work
The AI agent will:
Monitor and process incoming emails
Identify and classify RFPs, RFIs, and Job Descriptions
Extract key information
Create and manage leads
Assign internal stakeholders
Track timelines and follow-ups
Automate communication and reporting
3. Functional Requirements
3.1 Email Integration
Integrate with email platforms (Zoho mail)
Continuously monitor inbox and specific folders
Filter relevant emails based on keywords, senders, or attachments
3.2 Document Classification
Automatically classify incoming emails/documents into:
RFP (Request for Proposal)
RFI (Request for Information)
Job Description (JD)
Use NLP/LLM for classification
3.3 Data Extraction
Extract and structure the following details:
Client name
Project name
Role / Requirement
Skills required
Experience level
Submission deadline
Contact person
Email thread reference
3.4 Lead Creation
Auto-generate Lead ID
Store details in:
Excel / Google Sheets / Database (configurable)
Maintain a Lead Tracker with:
Status (New / In Progress / Submitted / Closed)
Assigned owner
Deadlines/due dates
Notes
3.5 Task Assignment & Routing
Automatically route RFP/RFI/JD to relevant internal stakeholders based on:
Skill mapping
Predefined rules (e.g., by domain/project type)
Send email/Slack/Teams notification
3.6 Calendar & Meeting Automation
Create meeting invites based on:
Email context (e.g., interview, discussion request)
Sync with calendar (Outlook/Google Calendar)
Include:
Agenda
Participants
Attachments
3.7 Reminder & Follow-Up System
Automated reminders:
Before submission deadlines
For pending reviews
Follow-up emails:
Proposal submission follow-ups
Meeting confirmations
Configurable reminder frequency
3.8 Communication Automation
Auto-generate email drafts for:
Acknowledgements
Submission emails
Follow-ups
Allow human approval before sending (optional)
3.9 Reporting & Dashboard
Generate weekly reports including:
Total leads received
Leads by type (RFP/RFI/JD)
Submission status
Win/Loss tracking
Pending actions
Export formats:
Excel
Optional dashboard UI
4. Non-Functional Requirements
4.1 Security
Secure authentication
Data encryption (at rest & in transit)
Role-based access control
4.2 Performance
Near real-time email processing (within 1–5 minutes)
Scalable for increasing email volume
4.3 Usability
Simple UI dashboard (optional but recommended)
Manual override/edit capability
Activity logs for audit trail
4.4 Deployment
Runs on local laptop (Windows/Mac) OR hybrid (local + cloud)
Background service with minimal user intervention