StrataMail Parsing, Routing & AI | Email Control Platform
Email Intelligence: Parsing, Routing & AI for Inbound Email
Every day, invoices, orders, and requests arrive by email. The real question is what happens after they do.
Email Intelligence: one platform that does three jobs — and it is in production today. StrataMail Parsing, Routing & AI is a deployed, active solution that sits in the network mail-flow path and gives you full control over every message that flows through. It inspects each message, acts on it automatically, routes it to the right destination, and hands off to AI workflows when content needs intelligent processing — all from a single web console with rules you build by clicking, not coding. At its core it is a conditional inbound email routing engine — a secure email rules engine you can run on-premise or as a private instance email routing gateway, with no third-party cloud required in the mail path.
The Three Pillars
Parsing
Inspect every incoming and outgoing message. Match on 13 condition types — sender, recipient, subject, body, headers, attachments, size, recipient count, sending rate, more. Apply 10 action types: tag, block, append disclaimer, append signature, filter attachments, compress attachments, auto-reply, add or change headers, modify recipients, hand off to AI.
Built for people, not engineers. Every rule reads back in plain English.
Routing
Send each domain's mail to the right destination server. Override routing for a single person when needed. Build hybrid split-domain setups where some users land on StrataMail Hosting, others on Microsoft 365 or Google Workspace, and still others on a customer's existing platform — all under one domain. Keep only the users who need premium mailboxes on paid seats and route the rest elsewhere to cut licensing cost.
Per-domain and per-address routing, managed through the same console as your rules.
AI
When a rule matches a message that needs intelligent processing, the platform hands the event off to an automation workflow. Transcribe voicemail attachments, extract structured data from invoice or order emails, classify support tickets, draft replies, and push clean data downstream to your CRM, ERP, ticketing, or database — with cloud or fully private local-LLM options when message content cannot leave your environment.
AI as a downstream rule action, not a black box that opens every message.
How It Works
Every incoming and outgoing email passes through the platform. The platform inspects the message, applies the rules you have defined (top-to-bottom, grouped, with continue or stop control), routes the message to the correct destination, and optionally hands events off to AI workflows for intelligent processing. All of this happens in the message path with asynchronous handoffs that never delay delivery.
Watch the engine process a real message end to end — inspecting content, matching rules with AND/OR logic, and routing the result to a downstream workflow:
How It Fits Your Environment
You do not adapt your business to the platform — the platform is configured around what you already have: your inboxes and who owns them, your categories, and the systems you already run. One pipeline, customized to your environment, without rebuilding how your mail works today.
Where It Bends to Fit You
1. Ownership-driven scoping
Rules can target a whole company, one domain, one inbox, or one person. If "who owns this inbox" is how your work is allocated today, the rules are built the same way — sender and recipient drive the routing.
2. Your categories become rules
Whatever your current system calls them — claims, recoveries, invoices — each becomes a readable rule: "invoices from vendor domains → tag, copy the archive, deliver to the invoice queue." No code, no jargon.
3. Connects to what you run
Qualifying messages hand off to your automation and business systems — create a case, query a customer record, post to a workflow. Existing platforms stay; the gateway feeds them cleaner, pre-sorted input.
4. Deploy where you need it
Hosted by us, a private instance, or inside your own network — including fully private processing where message content never leaves your infrastructure.
5. Residency & retention, your policy
Journaling, retention windows, and where data lives are configured to your sovereignty and records requirements — not the other way around.
6. Migrate by inbox, not big-bang
Start with one inbox or one team, run it alongside the legacy funnel, compare results, then widen. Every rule is testable on sample messages before it goes live.
What you keep: your mail platform, your sending services, your downstream systems, and your team's mental model of the work. The gateway slots into the path your mail already takes — it does not replace your mailboxes, and there is no forklift migration.
Replacing a legacy email classification or routing system? See how a legacy migration maps onto the platform, or start with a scoped Discovery engagement.
Core Capabilities
Smart tagging & labeling
Automatically flag external mail, mark suspected phishing, or label by topic so users instantly know what they are looking at.
Attachment protection
Block executables and other risky file types, strip oversized attachments, or compress large files automatically.
Disclaimers & signatures
Append compliant disclaimers and consistent personalized signatures to outgoing mail, pulling each sender's own name and title.
Compliance journaling
Keep a blind copy of every message in an archive mailbox for retention and audit, configured in seconds.
Automatic replies
Send branded auto-responses with built-in limits so each sender only hears from you once per window.
Per-domain & per-address routing
Send each domain's mail to the right destination, and override routing for individual people when needed.
AI handoff actions
Rules can hand off matched messages to AI workflows for transcription, structured extraction, classification, or reply drafting — cloud or fully private LLM options.
Rules Tester
Paste a sample message and watch exactly which rules match and what they would change, without sending anything.
See All Conditions, Actions & Routing Details »
Who It Is For
Resellers & MSPs
A white-label platform to offer under your own brand, with per-domain rules and routing for every client. The entire console presents in your brand.
Small & mid-size businesses
Enterprise-grade email control without an email engineer on staff. Plain-English rules and Quick Setup recipes get you the common cases in minutes.
Compliance-minded teams
Journaling, disclaimers, and an auditable record configured in minutes. Every rule is readable; every action is logged.
How it works: one private gateway
Mail never reaches the routing and parsing systems directly. Inbound email lands on a public-facing filtering layer — one of three premium managed filters, the lighter filter included with every plan, or your own existing filter pointed at us. Only filtered mail is handed to the StrataMail gateway, which runs privately with no public IP on a VPS in our Knoxville facility. That same gateway routes mail per user (split-domain) and parses it through a private local model, so message content never leaves to a third-party cloud. A single VPS covers standard volume; we run the gateway across multiple VPS when you need redundancy and high availability.
VPS Deployment
StrataMail Parsing, Routing & AI runs on dedicated VPS infrastructure sized to your message volume, rule complexity, and AI workload. Light deployments handle a few thousand messages per day on a small VPS. Heavy deployments with large rule sets and local-LLM AI workloads scale up to dedicated Proxmox builds. VPS pricing is consultation-based to ensure the right sizing — we walk through your message volume, current platform, integration targets, and AI requirements before quoting.
Request VPS Pricing for Your Deployment
Tell us about your message volume, downstream targets, and AI workload. We will scope the right VPS tier and provide a quote.
Request VPS Pricing »See it in Action — Request a Demo
We will walk you through the console live: build a rule from scratch in plain English, route a domain, hand a message to an AI workflow, and use the Rules Tester to see exactly what would happen before any real mail is touched.
Email Parsing and Routing: Common Questions
What information can you extract from an inbound email?
Invoices, purchase orders, order confirmations, shipping notices, support requests, and form submissions. We pull the fields that matter - vendor names, invoice numbers, PO numbers, line items, totals, quantities, and ship-to addresses - and return them as clean, structured data your systems can use.
How does the parsed data reach my CRM, ERP, or other software?
The gateway posts a single structured event to your endpoint or webhook the moment a message arrives. From there it flows into your CRM, ERP, ticketing, or workflow tools. There are no mailbox credentials to share and no polling to maintain.
Can it handle emails where every sender formats things differently?
Yes. Instead of rigid templates that break when a sender changes a layout, the gateway reads intent and returns the same fields even when the wording varies, so the systems downstream never have to change.
Can you extract data from attachments like PDFs and spreadsheets?
Yes. Attachments are read alongside the message body, so data locked inside a PDF invoice or a spreadsheet attachment is extracted into the same structured output.
Can the parsing run privately, without sending our email to a third-party cloud?
Yes, and this is where we differ from most providers. When your data cannot leave your network, the same workflow runs against a private model on dedicated hardware. Your message content is never sent to a third-party cloud AI service.
Is this a self-serve tool or a managed service?
It is a managed gateway, designed and deployed around your specific message formats. You are not standing up and maintaining an endpoint alone. Engagements begin with a paid Discovery phase that scopes exactly what your deployment requires.
What kinds of businesses use email parsing and routing?
Any business with recurring, email-driven workflows - property management, manufacturing, logistics, accounting, legal, and managed service providers. If invoices, orders, applications, or tickets arrive by email and someone retypes them by hand, this replaces that work.
How do we get started?
Tell us the messages you receive and the systems they need to reach. We map the rules and design the pipeline around your formats. Start with a Discovery call.
See it running on your mail flow
It is in production today. Tell us what you need it to do and we will scope a deployment for your environment.
Describe Your Email Challenge Schedule a Discovery Call
