How CatchTheMail works
CatchTheMail is built on a straightforward process: you forward an email, and within moments you receive a clear summary, a priority score and a reply ready to send. This page explains each stage of that process, so you know exactly how every message you entrust to us is handled.
1. Your private CatchTheMail address
Every account is assigned its own forwarding address, generated once and reserved exclusively for you. It takes the form kutu+a1b2c3@posta.catchthemail.com. The code in the middle is randomly generated, which makes the address practically impossible to guess. Your own inbox remains unchanged: you continue to use Gmail, Outlook or any provider you already trust. When a message requires attention (a potential customer, an offer, a question that should not be left waiting), you forward it to your CatchTheMail address. That single action is the entire integration. We never connect to your email account, we never request Gmail or Outlook permissions, and we only see the messages you decide to send us.
2. What the analysis covers
As soon as a forwarded email arrives, our AI reads the full message and prepares a structured assessment. It includes a concise summary of what the sender is asking for; a priority score of high, medium or low, based on what the message says rather than who sent it; a clear flag when the message appears to be a genuine business opportunity; and a category such as new customer, existing customer, business offer, question or complaint. Spam and promotional messages are labeled automatically, so they never compete with genuine work. Obvious bulk mail, such as newsletters and automated notifications, is set aside by a pre-filter before analysis begins and does not count against your monthly allowance. Your emails are processed solely to prepare your results and are never used to train AI models.
3. Results delivered through two channels
Each completed analysis reaches you through two channels simultaneously. A result email arrives in your own inbox containing the summary, the priority score, the reasoning behind it and the suggested reply, so you can act without opening another tool. The same result appears on your CatchTheMail dashboard at the same time. The entire cycle, from the moment you forward an email to the moment the result is ready, typically takes only seconds.
4. A reply ready to send
Every analysis includes a suggested reply, written in the language of the original email in a professional and courteous tone. It is a starting point, not an obligation: you can edit every word on your dashboard before anything is sent. Once you are satisfied, a single click sends it to the original sender, and their response arrives in your own inbox as usual. CatchTheMail never sends anything on your behalf without your explicit action. Until you press Send, nothing is sent.
5. Your dashboard keeps a complete record
Every analysis is stored on your personal dashboard, with the highest priorities at the top and dedicated views for opportunities, high-priority messages, sent replies and filtered bulk mail. A usage meter shows how much of your monthly allowance has been used: 300 analyses on Starter, 1,000 on Pro, 4,000 on Team, and 50 during the 7-day free trial. You can return to any earlier result whenever you need it, so a decision made three weeks ago remains only a few clicks away.
6. Forward manually or automatically
There are two ways to work with CatchTheMail, and both use the same address. You can forward messages individually, which keeps full control over what we see in your hands. Alternatively, you can create a simple Gmail filter once and allow your inbox to forward the relevant messages automatically from then on. Setting up the filter takes about two minutes, and our step-by-step guide below covers every step.
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Clear answers to the questions we are asked most often about CatchTheMail.
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