Every client email, logged where the work happens.

The problem

Client conversations live in one inbox. Replies, attachments and who said what are easy to lose, and nothing links an email to the client record or the work. In a small firm, that means searching, forwarding and re-explaining.

What I built

I built a workflow that checks the business mailbox every five minutes and files each new email against the right client in the business system, with attachments saved alongside it. Outgoing mail from the system leaves from the same mailbox, so the conversation stays in one thread.

How it behaves

• It matches the sender: it finds the client, lead or contact by email address. An unknown sender becomes a new lead automatically.
• It keeps the files: attachments are stored privately on the client record, not buried in an inbox.
• It never logs a message twice. Each message is checked before it is saved, and I found and fixed a duplicate-logging bug during testing.
• It is locked to one mailbox: access is limited to the one business mailbox. I tested that other mailboxes in the same account are refused.

The result

Client replies now land on the client's record within about five minutes, with their files, and anyone with access to the business system can see the whole conversation without opening my inbox.

Built with

A Microsoft 365 mailbox, the n8n workflow automation tool, and an open-source business system as the client record. The same pattern works with Google Workspace and most practice or accounting tools.

Could this fit your firm?

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