Your inbox, filed onto customers and orders
Email threads land on the right customer or order, privately, until you choose to share.
Live in partWhat does Mail, put in its place do? Customer email stops being trapped in personal inboxes, without making every mailbox company property.
How it works
Connected email stays private to its owner until they file it on a record or topic, a one-way share they must confirm. Rules by sender or order number file future threads automatically. Messages are fetched when opened and never stored. If Kinnow has read an emailed supplier invoice, it points to the prefilled bill waiting for review.
Kinnow stores no email content, and an automated test checks every place data is kept to prove it.
Step by step
- You connect your mailbox. Your Gmail stays private to you. Nobody else in the company sees it.
- Mail arrives and Kinnow sorts it. New mail is checked about every five minutes, with a fuller sweep each night. Mail it cannot place lands under Needs a place, which only you can see.
- You file it on a record. Choose an order, invoice or company, or a topic. The screen warns that your team there will be able to read it, and that you cannot undo it once someone has opened it.
- Rules do it next time. A rule by sender or by order number files future mail on its own.
- Kinnow notices what an email is. "Looks like a supplier invoice", "A supplier's bank details may have changed", "Looks like a customer's purchase order". It suggests the next step and does nothing by itself.
- You reply from Kinnow. The reply goes from your own mailbox and is kept on the record.
What you see on screen
- Mail. A list with filters for All, Unread and Needs a reply.
- Needs a place. Mail that only you can see for now, each with a button to file it on a record or a topic.
- A message. The thread, a "Who can see this email" line ("Only you", or "Everyone who can open {place}"), Files, and Quick replies.
- Kinnow noticed something. A box naming what the email looks like and why. For a supplier's bank change it says what the email states, and "Payments to this supplier should wait until someone confirms the change by phone".
- Held back. An email whose sender fails checks, or whose text tried to give the AI instructions, is flagged. It says "do not act on this email until you have checked who sent it".
Who uses it
| Who | When | What they do |
|---|---|---|
| Sales and purchase staff | Through the day | File customer and supplier emails onto the right order or company. |
| Accounts payable | As invoices arrive | Review the supplier invoices Kinnow spots and the bank change warnings. |
| Owner or manager | Weekly | Reads the thread on a customer's record without asking for forwards. |
| Admin | At set-up | Decides whether email reading is switched on and sets its daily limit. |
See your inbox filed onto customers. Connect a test mailbox with us and watch a week of mail sort itself.
Ask how this fits your team's mail. Tell us how many people share customer email today and we will show a shared record.
Related
- Email, drives and meetings, scoped - what each connection can see.
- Customer view with latest emails - the customer record the mail lands on.
- Standing topics and private threads - topics you can file mail on.
- Zest - conversations, mail, meetings and visits.
Questions
What is Mail, put in its place in Kinnow?
Email threads land on the right customer or order, privately, until you choose to share.
What changes for the business?
Customer email stops being trapped in personal inboxes, without making every mailbox company property.
Is it available today?
It is live in part: the core is built and parts are completing with early customers.
Can my colleagues read my email?
No. Your connected mailbox stays private to you. Only an email you choose to file on an order, invoice, company or topic becomes readable, and then only to people who can open that record.
Does Kinnow keep a copy of my emails?
No. The text of a message is fetched from your mail provider when you open it and is not stored. Kinnow keeps the details needed to find and file it, such as sender, subject and where it was filed.
More in the Conversations with customers and teams
One workspace for accountants serving many clients
Accountants see every client company and run each client's filing jobs and deadlines from one practice home.
Conversations with customers and teams · The DaySee what's coming, arrived, and gone quiet
See what's ahead, what arrived and what's still unanswered, ranked by how long it's been quiet.
Conversations with customers and teams · Decision CaptureEvery discussion ends with a recorded decision
A discussion can close with what was decided, or an honest 'no decision' and the reason, kept at the top of the conversation.
Conversations with customers and teams · What the organisation knowsEverything known about a customer, one page
Open any customer and see what was agreed, who knows them, and the conversations about them that you may see.
Conversations with customers and teams · VisitField visit notes that catch promises
Field staff log visits from the field; Kinnow spots promises in the notes and turns them into tracked agreements.
Conversations with customers and teams · Executive DigestMonday-morning business briefing on WhatsApp
Every Monday at 7am the people your company has chosen to receive notifications get the week's numbers, alerts, trends and surprises by email and, where WhatsApp is connected, on WhatsApp.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.