KitBrix needed an internal tool to help managers handle emails faster. The AI agent reads each incoming message, creates a clear, ready-to-edit draft, and saves it to the Drafts folder. Managers keep full control while greatly improving response speed and daily efficiency.
The Challenge
KitBrix managers receive a high volume of emails daily, making it difficult to maintain timely and consistent communication. Drafting responses manually was slowing down decision-making and taking valuable time away from operational tasks. They needed an internal tool that could help generate quick, high-quality email drafts while allowing managers to stay fully in control of the final message.
The Solution
We implemented an AI-powered email auto-responder solution for KitBrix using a scalable serverless architecture on AWS. Incoming emails are routed into the system via secure API endpoints hosted on Amazon API Gateway, processed using AWS compute services such as event-driven AWS Lambda, and analysed through an AI workflow powered by Amazon Bedrock.
The AI model generates high-quality draft responses, which are then synchronised back into managers’ inboxes through an authenticated integration with their existing email provider. Amazon SQS provides a reliable messaging buffer, ensuring that high volumes of incoming email events are absorbed smoothly without delays. Communication data, activity logs, and draft metadata are stored in an AWS-managed database service, Amazon RDS (Multi-AZ), enabling consistent tracking and operational visibility.
Static assets and interface components are delivered through Amazon CloudFront and Amazon S3, providing a fast, user-friendly experience from any location. This solution streamlines internal communications by automating the most time-consuming part of email handling, draft creation, allowing managers to focus on strategic, high-value tasks.
It integrates seamlessly with their existing email ecosystem, supports a centralised workflow for managing drafts, logs, permissions, and audit trails, and leverages AWS’s serverless technologies to ensure automatic scaling, cost efficiency, and long-term flexibility.
The Results
- 60% reduction in time spent drafting emails, allowing managers to focus on higher-value tasks.
- Faster response turnaround, with AI-generated drafts available within seconds of receiving a new email.
- High system reliability and zero downtime, delivered through a fully serverless architecture and Multi-AZ Amazon RDS.
Lessons Learned
- Integrating with Azure’s email ecosystem revealed nuances around permissions, token expiry, and re-authentication workflows. These were addressed by enhancing the SubscriptionManager component to handle token refreshes reliably and maintain continuous connectivity.
- Introducing Amazon SQS as a buffering layer prevented race conditions and ensured stable performance during periods of high email volume. This design choice made the system more resilient and allowed email processing to scale smoothly without service interruption.
