bestflow.

Put Your Email Support Inbox on Autopilot

Empower your support team with an AI agent that automatically categorizes tickets, retrieves accurate facts, and sends validated responses automatically, or drafts for your approval.

Try Interactive Demo
Google Workspace Email Agent
Beyond Basic Keyword Matching

Intelligent Multi-Agent Problem Solving

Customer emails rarely contain simple one-line questions. BestFlow breaks complex inquiries down into specialized steps to handle end-to-end resolutions.

Instead of a single LLM trying to do everything, our system deploys specialized sub-agents for request classification, data fetching, policy validation, and draft composing.

Email Agent Flow
Intent Recognition & Prioritization

Automatically categorizes inbound emails (e.g., Cancellation, Group Booking, Urgent Complaint), assigns priority tags, and routes edge-cases directly to the right specialist.

Multi-Question Resolution Engine

Handles emails containing multiple requests at once—such as changing a tour date, adding participants, and asking for an invoice—in a single cohesive response.

Seamless Native Workspace Integration

Integrates directly into your existing Gmail or third party CRM/ Ticketing system. Your colleagues review and approve AI drafts without ever leaving their everyday workspace.

Key Features

Benefits of Automating your Email Support

Categorization

Eliminate Manual Tagging

Stop wasting hours manually reading and assigning support tickets. BestFlow classifies every email on arrival and determines whether it can be resolved automatically or requires human intervention.

Dedicated Sub-Agents

Grounded Knowledge

The agent uses specialized sub-agents to query your booking engines, CRMs, and knowledge bases before writing a single word. Every drafted answer is strictly bound to your verified business rules.

Full Operational Control

Auto Responses or Drafts

The agent evaluates every response against your quality and policy standards. High-confidence resolutions are sent automatically, while complex inquiries generate a pre-validated draft.

10x Team Capacity

Improved productivity

Supercharge your support team's productivity without increasing headcount. Agents can handle 10x more tickets, leading to faster response times and higher customer satisfaction.

Interactive Experience

Try Interactive Demo

Simulate Customer Email

Live Agent Test

Raging River Expeditions

Email Support Agent

Business & Purpose (Mock Demo)

This interactive simulator represents an automated customer service agent for "Raging River Expeditions" (an imagined outdoor adventure company). The agent acts as the first line of email support—reading incoming messages, checking live schedules, modifying bookings, and instantly answering general inquiries based on its knowledge base. If a request involves complex/sensitive matters, it automatically handshakes with human ground staff.

Open Demo Knowledge Base

Review the actual reference document containing the schedules, refund guidelines, and rules the AI agent references.

What the Agent Resolves
  • New Bookings & Availability: Checks real-time tour schedules for rafting, canyoning, or kayaking and reserves slots instantly.
  • Cancellations & Refunds: Evaluates cancellation requests against the standard policy window (e.g., 24 hours notice) and processes refunds.
  • Rescheduling Tours: Moves existing reservations to new dates when slots are available.
  • General FAQs: Answers common questions about gear requirements (e.g., wetsuits), weather policies, base locations, and lost & found.
  • Group Events & Discounts: Identifies inquiries for larger groups (8+ guests), applies custom group discounts, and passes details to sales representatives.
  • Security & Spam Filtering: Instantly filters out automated out-of-office replies and flags safety incidents or legal escalations for immediate human handoff.

How to Test the Demo

Copy and paste any of these email drafts into the interactive demo to see how the agent responds:

Example 1: Swimming & Wetsuit Gear
Subject: Swimming skills and wetsuit gear question Hi Raging River Expeditions team, I am planning a rafting trip with my friends next weekend. Do we need to bring our own wetsuits, or are they provided at the base? Also, do all participants need to know how to swim? Thanks, Alex
Example 2: Weather & Rain Policy
Subject: Weather and rain policy inquiry Hello, What happens if it rains heavily on the day of our booked tour? Do tours get canceled, or do you still run rafting trips in rainy weather conditions? Best regards, Jessica Taylor
Example 3: Storage & Lockers
Subject: Storage lockers and clothing under wetsuits Hi Support, What clothing should we wear under the neoprene suits? Also, are there secure lockers at your base camp to leave personal valuables like phones, wallets, and car keys during the tour? Thank you, Chris Evans
Example 4: Base Location & Timing
Subject: Base location meeting point and arrival time Hello Team, Where exactly is the meeting point for the Classic Whitewater Rafting tour, and how early should we arrive at the base camp before our scheduled start time? Thanks, Laura Miller
Example 5: Wetsuits & Life Jackets
Subject: Wetsuits and life jackets Hi, I have booked a rafting trip for next Friday. Do you provide wetsuits and life jackets, or do we need to bring our own? Also, is there a weight limit for the rafting tour? Thanks, Emma Watson
Example 6: Lost GoPro Camera
Subject: Lost blue GoPro camera Hello, I was on the 3:00 PM whitewater tour yesterday and I think my blue GoPro camera fell out of my pocket while we were packing up in the gear shed at the base. Has anyone turned it in? Best, Daniel Craig
Example 7: Lost Wedding Ring
Subject: Lost gold wedding ring on 3 PM tour Hello, I was on the 3:00 PM whitewater tour yesterday and I believe my gold wedding ring slipped off my finger while we were changing back into our dry clothes in the base changing rooms. It has huge sentimental value. Can you please check the base changing room immediately? Thank you, Genevieve Vance

Example 1: Date Shift & Participant Addition (#RRE-5821)
Subject: Rescheduling and adding guests - Booking RRE-5821 Hi Raging River Team, We currently have a booking for Classic Whitewater Rafting on {{DATE_+5D}} (Booking ID: RRE-5821) for 4 people. We would like to move our tour date to {{DATE_+10D}}, and also bring 2 additional friends, making our total group 6 people. Could you please update our reservation? Best regards, Marcus Vance
Example 2: Activity Upgrade & Participant Reduction (#RRE-3044)
Subject: Booking Change - RRE-3044 Hello, Our family has Booking ID RRE-3044 for Family Rafting. We'd like to upgrade our tour activity to Canyoning (waterfall sliding & rappelling) on the same date (2026-08-11). However, one person in our party cannot make it anymore, so we will be 3 participants total instead of 4. Please adjust our booking accordingly. Thanks, Elena Rostova
Example 3: Add Extra Guests (Missing Booking ID)
Subject: Add 2 extra people to our tour next Tuesday? Hi Raging River Expeditions! We booked a whitewater rafting tour for next Tuesday under the name Mark Hoffman. Two of our friends decided to join us last minute! Can you please add 2 more people to our reservation so we are 6 in total? Best, Mark Hoffman
Example 4: Ambiguous Target Date Reschedule (#RRE-9102)
Subject: Reschedule booking RRE-9102 Hello Support Team, We have booking RRE-9102 for 4 people. We need to reschedule our tour to sometime next weekend because of work conflicts, and we also want to bring 1 extra person. Can you change this for us? Regards, David Miller
Example 5: Reschedule to Fully Booked Date (#RRE-7712)
Subject: Reschedule Request - Booking RRE-7712 Hi Raging River Team, Please reschedule our booking RRE-7712 for 5 people to {{DATE_+5D}}. Thank you! Best, Chloe Bennett
Example 6: Classic Rafting Reservation (2 Adults)
Subject: Reservation for Classic Rafting on {{DATE_+5D}} Hi Support, My partner and I want to book the Classic Whitewater Rafting tour on {{DATE_+5D}}. We are 2 adults. Please reserve our spots. Thanks, John Wick
Example 7: Family Rafting (4 Guests)
Subject: Booking Request for Family Rafting - {{DATE_+6D}} Hello Raging River Team, I would like to book a Family Rafting tour for {{DATE_+6D}}. Our group consists of 4 people in total: 3 adults and 1 child (10 years old). Please process our reservation. Best regards, Sarah Conner
Example 8: Canyoning Reservation (4 Spots)
Subject: Canyoning trip booking for 4 people on {{DATE_+10D}} Hello, I want to reserve 4 spots for Canyoning on {{DATE_+10D}}. Please let me know how to proceed with the booking. Best, Ellen Ripley
Example 9: Flight Delay Reschedule (#RRE-84920)
Subject: Reschedule Whitewater Rafting tour - Booking RRE-84920 Hello, We booked a Whitewater Rafting tour under reservation #RRE-84920 for {{DATE_+2D}}. Unfortunately, two members of our group had a flight delay. Can we reschedule our booking to {{DATE_+3D}} instead? Best regards, Sarah Jenkins
Example 10: Standard Refund Request (#RRE-4820)
Subject: Refund request for Booking RRE-4820 Hi Support Team, Unfortunately, I need to cancel my reservation (Booking ID: RRE-4820) scheduled for next week. Please process a full refund for our party of 4. Best regards, John Doe

Example 1: Medical Exception Claim & Emergency Reschedule (#RRE-8419)
Subject: Emergency Reschedule & Medical Exception - Booking RRE-8419 Hello, We are booked for a rafting tour tomorrow under Booking ID RRE-8419 (4 participants). Unfortunately, my husband broke his ankle this morning and cannot raft (I have attached the doctor's hospital discharge note). Since it's medical, can you please refund his spot, and reschedule the remaining 3 of us to {{DATE_+10D}}? Sincerely, Rachel Adams
Example 2: Rude Staff Conduct & Shortened Trip (#RRE-8821)
Subject: Terrible experience on today's 1:00 PM Whitewater Rafting tour - Booking #RRE-8821 Hi Support, I am writing to express my extreme disappointment with our rafting trip today (Booking RRE-8821). Our guide, Alex, was extremely unprofessional and rude to my family throughout the trip. He swore at my 14-year-old son when he lost his paddle technique and rushed us through the rapids. To make matters worse, the tour was supposed to be 3 hours long, but we were back on shore in less than 90 minutes. When I questioned him, he shrugged and said "water levels are fast today, get over it." We paid $240 for a full family experience and felt disrespected and cheated. I want a full refund and an explanation from a manager. Best regards, Mark Jenkins
Example 3: Safety Violation & Near-Miss Incident (#RRE-4412)
Subject: URGENT: Dangerous safety violation on Canyoning tour 2026-07-29 (Booking RRE-4412) Hello, I am filing an official complaint regarding the Canyoning trip on July 29th (Booking #RRE-4412). During the second waterfall rappel, my harness clip was not properly secured by the guide before he instructed me to step back over the edge. I slipped 10 feet down the rock face before the safety line caught me. I have severe bruising on my leg and chest. The guide admitted he forgot to double-check the locking carabiner because the group was behind schedule. This is completely unacceptable and negligence. I am demanding that a manager or head of safety call me immediately at +1-555-019-2834. If I do not hear back within 24 hours, I will be reporting this incident to the local Tourism Safety Board and consulting with a lawyer. Regards, Sarah Connor
Example 4: Damaged Phone due to Defective Dry Bag (#RRE-3109)
Subject: Damaged iPhone 15 Pro due to defective rental dry bag - Booking RRE-3109 Hi Raging River Team, Yesterday we rented two "waterproof dry bags" from your Bovec base counter for $10 each during our rafting trip (Booking RRE-3109). The staff assured us the bags were 100% watertight. Upon opening the bag at the end of the tour, I discovered almost 2 inches of water inside. My brand new iPhone 15 Pro Max was submerged and is completely water-damaged and won't turn on. The base staff acknowledged the zipper seal on that specific bag was torn, but said they couldn't issue compensation on-site and told me to email support. I expect Raging River Expeditions to reimburse me for the phone repair/replacement ($1,199) or file a claim with your insurance. Please advise on the claim process. Thanks, David Chen
Example 5: Double Billing & Unprocessed Refund (#RRE-9012)
Subject: Double charged and refund ignored - Booking RRE-9012 Hello, I canceled my booking (RRE-9012) on July 20th, well over 5 days in advance of the tour date (July 28th). I received an automatic email stating a refund of $180 would be processed within 5 business days. Not only have I NOT received the refund, but I just checked my credit card statement and noticed a SECOND charge of $180 billed on July 28th! I have now been charged $360 total for a trip I canceled on time. This is ridiculous. I need this billing error corrected immediately and both charges refunded ($360 total), or I will initiate a credit card chargeback with my bank tomorrow morning. Regards, Elena Rostova
Example 6: Corporate Teambuilding SLA Breach (#RRE-6500)
Subject: Corporate Outing Feedback & Invoice Dispute - TechCorp Event 2026-07-25 Dear Raging River Management, We organized our annual company teambuilding event with your team last Saturday for 28 employees (Booking RRE-6500). While the river rafting itself was enjoyable, the overall organization was a disaster. 1. Our private bus shuttle arrived 75 minutes late to pick us up from the hotel. 2. The catered BBQ lunch promised in our group contract was cold, underserved (ran out of vegetarian options), and served without clean cutlery. As the HR VP responsible for this $3,500 event, I am deeply embarrassed. We request a 30% credit refund on our final invoice and a formal call with your Head of Sales to discuss our corporate contract terms. Sincerely, Corporate Events Team / TechCorp
Example 7: Demand For Damages & Legal Threat
Subject: DEMAND FOR DAMAGES - Injured wrist on yesterday's tour To whom it may concern, I am writing to notify you that I have retained legal counsel following the rafting incident yesterday on the Soča river, during which your guide failed to follow safety protocols, resulting in a severe fracture of my left wrist. We demand that you preserve all logs, video footages, and base records. My attorney will be in contact with your legal department shortly to discuss a settlement. Sincerely, Robert Smith
Example 8: Emergency Hospitalization Incident
Subject: Emergency: Guest injured on 3 PM tour Hello, My son was on your 3:00 PM raft tour today. During the rapid, he was thrown out of the boat and hit a rock. He is currently in the local hospital emergency room getting stitches and an X-ray for a head injury. I need to speak to the manager on duty immediately to understand what happened. Please call me at 555-0199. Thank you, Sarah Jenkins

Example 1: Corporate Outing (15 Guests)
Subject: Corporate Canyoning group discount inquiry Hi Team, Our company is organizing a team-building day for around 15 employees next month. Do you offer group discounts for Canyoning tours for groups larger than 10 people? What dates in mid-September are available? Kind regards, Mark Vance
Example 2: Bachelor Party Package (12 Guests)
Subject: Bachelor party rafting package inquiry Hello Support, I am organizing a bachelor party for a group of 12 guys next month. Do you have custom packages or private guide options for whitewater rafting, and can we arrange a post-tour BBQ at your base camp? Best, Jason Myers
Example 3: Youth & School Club Rates
Subject: Youth and school sports club group rates Dear Raging River Team, We are planning an outdoor adventure day for a high school sports club of 22 students and 3 teachers. What special student/chaperone rates and safety guidelines do you offer for large youth groups? Sincerely, Coach Robert King
Example 4: Group Booking Inquiry & Catering (12 Guests)
Subject: Group Booking Inquiry - {{DATE_+9D}} Hi Raging River Team, I would like to inquire about booking a group trip for {{DATE_+9D}}. We have a total of 12 people: 10 adults and 2 children (aged 8 and 10). We are interested in doing a canyoning trip and would like to request vegetarian lunch options if available. Thank you! Best regards, Linda Vance
Example 5: Canyoning Group (9 Guests)
Subject: Canyoning trip for 9 people next week Hello, We are planning a group outing for next Thursday ({{DATE_+5D}}) and want to book a canyoning adventure for 9 people. Can you let us know what slots are open and if we qualify for any group discounts? Thanks, Arthur Pendragon
Example 6: Corporate Team Outing (16 Guests)
Subject: Corporate Rafting Outing - Summer Hi support team, I am planning a corporate team-building trip for sometime this summer. We will have 16 participants, all of whom are adults. We want to do the standard rafting tour. Do you have group rates for this size? Best, Guinevere Vance
Example 7: Group & Pet Policy (17 Guests)
Subject: Booking for a corporate group of 17 people and pet policy Hi Raging River Team, We are looking to book a team-building rafting trip for a group of 17 people next month. Do you offer a discount for groups of exactly 17? Also, one of our team members has a registered service dog—can the service dog join us on the raft during the rapid run? Best, Clara Oswald

Example 1: Out-Of-Office Auto-Response
Subject: Auto-Response: Out of Office Notification Hello, Thank you for your email. I am currently out of the office on annual leave until {{DATE_+15D}} with limited access to email. For urgent inquiries, please contact office@example.com.
Example 2: Out of Office Auto-Reply
Subject: Out of Office Auto-Reply Hello, I am currently out of the office on annual leave with limited access to my email. I will return on Monday next week. If your query is urgent, please contact support@example.com. Best regards, John Doe
Example 3: Commercial Spam
Subject: Special Offer on SEO Services! Hello, Boost your website traffic by 300% with our guaranteed SEO packages! Click here to unsubscribe or opt out of future mailings.
Example 4: SEO Marketing Spam
Subject: Scale your business today! Dear Raging River Expeditions Team, We specialize in SEO and digital marketing services that can help double your web traffic within 30 days. Our packages start from just $299/month. Let us know if you have 10 minutes for a quick demo call this Wednesday. Best, Marketing Pro Team
Pricing

Fair & Transparent Pricing

Pay only for implementation and your actual AI usage. Zero platform markup.

FAQ Email Agent

Best For: Solopreneurs & small teams overwhelmed by repetitive email inquiry volume.

€499
One-Time Setup Fee
+€0/month Platform Retainer
(Pay-as-you-go raw AI tokens only)
  • General FAQ Answering: Automatically answers general customer inquiries grounded strictly on your Google Docs knowledge base.
  • Google Docs Grounding: Grounded entirely on client-editable Google Documents for instant knowledge updates.
  • Selective Routing: Automatically identifies non-FAQ emails and routes them untouched to internal employees for manual reply.
  • Turnkey Setup: Complete setup including prompt engineering, grounding configuration, testing, and deployment.
  • Integrated with Google Workspace: Includes full setup and configuration of the Email AI Agent integrated into Google Workspace.

Action Email Agent

Best For: Growing teams needing automated email workflows & interactive business operations.

€1,499
One-Time Setup Fee
+€0/month Platform Retainer
(Pay-as-you-go raw AI tokens only)
  • Includes Everything in FAQ Email Agent
  • Includes 1 SMB Action Module of your choice:
  • Appointment & Calendar Booking
  • Order or Reservation Modification
  • Lead Capture & CRM Sync
  • Product & Service Recommendation
  • 3rd-Party API / Webhook Integration
  • ...or Request Any Custom Action Module
  • * Note: All custom action modules are evaluated in advance for technical feasibility and complexity scope before implementation.
  • Smart Human Escalation: Routes complex non-standard emails to staff while notifying the customer.

Custom Email Agent

Best For: Established businesses requiring tailor-made integrations, complex routing, and enterprise workflows.

Custom Quote
(Minimum €3,500+ One-Time Setup)
+€0/month Platform Retainer
(Pay-as-you-go tokens or custom cloud deployment)
  • Unlimited Custom Logic: Tailored specifically to your business operations, custom rules, and edge cases.
  • Full Database & API Syncing: Real-time 2-way sync with CRM (HubSpot, Salesforce), ERP, Shopify, or SQL databases.
  • Multi-Inbox & Channel Routing: Manage multiple support/sales mailboxes with intelligent ticket routing.
  • Custom GCP Hosting Setup: Deploy directly into your Google Cloud project for total data control and direct billing.
  • Discovery & Custom Proposal: Includes technical scope alignment, workflow mapping, and custom quote creation.
Estimated Token Cost & Safety Limits

Approximately 0.05 EUR token cost per email processed avg., billed by Bestflow.

Included Initial Balance:
Your setup fee includes 1,000 Free Email Replies.
Spending Protection:
Automatic capping and daily spending limits protect you from unexpected bill spikes or spam attacks.
Human-in-the-Loop Safeguards

Complete Control for Regulated Sectors

Maintain 100% brand safety and human oversight with configurable automation modes tailored for sensitive business communications.

Configurable Draft & Notify Mode

Turn off direct automated replies whenever additional review is required. The AI agent analyzes inquiries, performs knowledge grounding, and generates ready-to-send drafts directly in your Gmail or CRM inbox labeled for staff review.

1-Click Staff Verification

Your team inspects pre-formulated responses in seconds. Staff can instantly approve or make quick edits before dispatching—eliminating repetitive drafting while maintaining full human oversight.

10x Faster Drafting, Zero Compliance Risk

Slash ticket resolution times without exposing your business to compliance risks. Purpose-built for GDPR, DSGVO and regulated sectors.

Draft & Notify Inbox Preview
Staff Approval Required
Subject: Contract Termination Terms Inquiry #needs_review
"Could you please clarify whether our service agreement permits early termination upon 30 days written notice?"
AI Pre-Formulated Draft: Grounded in Docs
Dear Client,

Thank you for your inquiry. According to Section 4.2 of your active service agreement, early termination is permitted subject to a 30-day written notice requirement.

Best regards,
Legal Operations Team
Data Privacy & Compliance

The Enterprise Security Guarantee

Built natively on Google Cloud Vertex AI infrastructure—including Vertex AI Agent Engine, ADK framework, and Gemini models—with full GDPR & DSGVO compliance.

Zero Model Training

Your Data Remains Your Property

Under Google Cloud’s Enterprise Terms of Service, all prompts, customer messages, grounded documents, and agent outputs remain strictly your intellectual property. Google is contractually prohibited from using your data to train or improve Gemini or any public AI models.

Cloud Isolation

Dedicated GCP Environment

Your agent code and session memory run inside your isolated Google Cloud environment (GCP Project). All customer payloads are encrypted in transit via TLS 1.3 and at rest via AES-256 with enterprise-grade security controls.

EU Sovereignty

100% European Data Residency

All agent runtime services, ADK modules, and Gemini API calls are hosted exclusively within European regional data centers (e.g., Frankfurt / Europe-West3). Your data never leaves EU borders, ensuring strict GDPR and DSGVO compliance.

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