Ravenclerk / For businesses
Ravenclerk for businessesYour shared inboxes, sorted before anyone opens them.
Ravenclerk reads every email in info@, sales@, support@ and accounts@. It sends each one to the right person, team or system, holds back suspected payment fraud and phishing, and puts urgent and VIP emails at the top.
No new inbox for your team to learn. Priced per mailbox, not per seat. Built for UK GDPR.
Shared inboxes belong to everyone, so nobody owns them
New leads, support requests, supplier invoices, CVs, complaints and legal letters all land in the same few addresses. Someone has to read each one and pass it on, or it waits until someone notices.
Slow replies lose sales. A missed complaint gets worse. And the person clearing the inbox is often the one most exposed to a convincing fraud email.
- Emails are missed, or answered twice, because ownership is unclear.
- New leads wait hours for a reply while someone sorts the inbox.
- Invoices, statements and bank-detail changes mix with everything else.
- Outlook rules break when people or products change, and nobody can see why an email went where it did.
- Full helpdesk platforms charge per seat and ask everyone to learn a new tool.
emails a day reach the average Microsoft 365 user, and most are skimmed in under a minute.
Source: Microsoft Work Trend Index 2025more likely to qualify a lead when firms reply within an hour rather than an hour later.
Source: Harvard Business Review, 2011of UK businesses that had a cyber breach or attack in the past year were hit by phishing.
Source: DSIT Cyber Security Breaches Survey 2025lost to UK invoice and mandate scams in 2025, with 68% of losses on business accounts.
Source: UK Finance Annual Fraud Report 2026A ready-made business template, ready to tailor
Start with these categories, then rename, add or remove them so they match your teams.
Leads and quotes
Send new enquiries to the right salesperson by product, region or rota, or log them in your CRM's email address.
Customer support
Forward to your Zendesk, Freshdesk or Help Scout address, or straight to a specialist, with the category and priority in the subject.
Invoices and remittances
Clean supplier invoices go to your accounts inbox, Xero or Dext. Statements and credit-control replies go to the right person.
Complaints and escalations
Unhappy customers, chargeback threats and regulator mentions go to a senior handler, not into a general queue.
Recruitment and HR
CVs go to the hiring manager. Sickness, grievances and references go to HR only, with minimal logging.
Legal and data requests
Letters before action, contracts and subject access requests go to the right person, so statutory deadlines aren't missed.
Suppliers and partners
Recognise known domains and send them to the account owner automatically.
Spam and newsletters
Marketing, cold outreach and auto-replies are filtered out, so they don't reach staff.
Suspicious payment requests are held, not forwarded
Invoice fraud often starts with an intercepted or spoofed email. Ravenclerk already reads every email, so it can spot the warning signs at the moment an email would otherwise reach your accounts team.
- Bank-detail and payee changesRequests to change bank details, add a new payee or pay "just this once" to a different account are flagged and sent to a named finance approver.
- Lookalike and spoofed sendersUnfamiliar or lookalike domains, mismatched reply-to addresses and display-name tricks are flagged as suspicious.
- Urgency and secrecyPressure such as "urgent, keep this between us" alongside a payment or gift-card request raises the risk score.
- A reminder to verifyFlagged emails carry a clear note to confirm any change using contact details you already hold, as the NCSC recommends.
Ravenclerk adds a check at the point of routing. It doesn't replace your email security or your payment approval process. See the NCSC's business payment fraud guidance.
A bank-detail change request
The right emails jump the queue
Ravenclerk scores every email for urgency and checks who it's from before deciding where it goes.
Urgency detection
Outages, deadlines, "final notice", legal language and repeat chasers are recognised and marked high priority when forwarded.
VIP senders
Keep a list of key accounts, domains and people. Their emails go to a named owner, whatever they're about.
Tone and sentiment
Frustrated or at-risk customers go to an experienced handler, so the reply gets the care it needs.
Out of hours
Set your opening hours. Urgent emails outside them go to an on-call person, and the rest wait until the morning.
Response targets
Set a target reply time for each category. Ravenclerk can flag emails that are close to missing it.
Approved acknowledgements
Optional confirmation replies, such as "We've received your invoice", using only the wording you approve. Never sent for anything sensitive.
Your categories, your rules, your thresholds
Name your own categories and describe them in plain English, for example "Wholesale enquiries: trade customers asking for bulk pricing". Ravenclerk uses your wording.
Route by sender, domain, keyword, attachment, mailbox or time. Fixed rules, such as "anything from @bigclient.co.uk goes to Sam", run before the AI.
Choose how sure Ravenclerk must be for each category before it forwards on its own. Below that, a person decides.
Mark payment changes, HR, medical or legal emails as sensitive. Choose who receives them and how little is logged.
Connect info@, sales@ and accounts@, each with its own categories and rules.
Share leads across a sales team in turn, and redirect routes when someone is on holiday.
Your mailbox stays where it is
Ravenclerk forwards to people, teams and the email addresses your other tools already provide.
Microsoft 365
Connects to Exchange Online shared mailboxes through Microsoft Graph, limited to the mailboxes you choose. Staff sign in with their Microsoft accounts.
Google Workspace
Gmail support is on our roadmap. If you use Google Workspace, tell us and we'll keep you posted.
Helpdesk, CRM and accounts
Forward to the inbound addresses for Zendesk, Freshdesk, Help Scout, HubSpot, Salesforce, Xero or Dext, with the category and priority attached.
From first call to sorted inbox
Talk it through
A short call about your inboxes, your teams and what counts as sensitive for you.
Connect
Your IT admin approves Ravenclerk in Entra ID and limits it to the chosen mailboxes.
Tune
We start from the business template, adjust the categories and rules with you, and run it in review-only mode first.
Go live
Switch on automatic forwarding category by category, as you gain confidence.
Built for UK data protection
You're the controller
Ravenclerk acts as your data processor under a written Data Processing Agreement, as UK GDPR Article 28 requires.
Minimal, short-lived data
Email content is processed in memory, not stored. Routing records are kept for a period you set, then deleted.
Clear on where data goes
We'll tell you where processing happens, including by our AI provider, and which safeguards apply to any transfer outside the UK.
Join the business pilot
We're looking for a small number of UK businesses to help shape Ravenclerk. Tell us about your inboxes and we'll arrange a short call.
Email hello@ravenclerk.comUseful to include
- Your company and your role
- Which shared inboxes you use (info@, sales@, accounts@...)
- Roughly how many emails a day they get
- The helpdesk, CRM or accounts tools you use
Please don't send us real emails or personal data at this stage. We'll arrange a short call and a demo with sample data.