01
Automatic mail monitoring
Scans the mailbox every 5 minutes; new mail → AI extraction → board update, fully unattended.
By Ruogu · AI for the mold industry
AI MAIL
Mold Delivery Intelligence Board
Auto email capture · live part tracking · outsourcing coordination
A delivery-management solution built for mold manufacturers
Version 2026.05
Overview
No more digging through email, calling around, or checking Excel
AI MAIL is a delivery-management system for mold manufacturers. It automatically monitors your company mailbox, uses AI to parse email content, Excel attachments and PDF drawings, and extracts part numbers, due dates and process steps in real time to render a live dashboard.
On a phone or a laptop, the boss sees at a glance what's due today, what's overdue, and exactly where each outsourced step stands.
Core value
02
Live delivery board
Bucketed into Today / Overdue, within 3 days, within a week, and beyond — clear at a glance.
03
Multi-step tracking
A subway-line progress map; outsourcing shops update completion themselves, synced to the board live.
04
Smart attachment parsing
Automatically recognizes Excel LIST part sheets and PDF drawings / ECN change tables.
05
Flexible manual edits
A process editor: when things change, add or remove steps, switch shops, reorder — anytime.
06
Multi-role collaboration
Admin / read-only viewer / supplier — three roles, opened up as needed.
Features & editions
Three editions, by scale and need
From a single mailbox to multi-mailbox and custom integration — features unlock tier by tier.
| Feature | Basic | Standard | Enterprise |
|---|---|---|---|
| Mail monitoring & AI extraction | ✓ | ✓ | ✓ |
| Live delivery board (4 buckets) | ✓ | ✓ | ✓ |
| Part detail page + change-history timeline | ✓ | ✓ | ✓ |
| PDF attachment preview & download | ✓ | ✓ | ✓ |
| Excel LIST auto-parsing | ✓ | ✓ | ✓ |
| Search (fuzzy, across statuses) | ✓ | ✓ | ✓ |
| Manual due-date edits | ✓ | ✓ | ✓ |
| Urgent / paused / cancelled status | ✓ | ✓ | ✓ |
| Multi-step subway progress map | — | ✓ | ✓ |
| Supplier portal (PIN login) | — | ✓ | ✓ |
| Supplier self-service completion | — | ✓ | ✓ |
| Process editor (add / switch / reorder) | — | ✓ | ✓ |
| Read-only viewer role | — | ✓ | ✓ |
| Supplier search | — | ✓ | ✓ |
| Multi-mailbox monitoring | — | — | ✓ |
| Custom integration (ERP / DingTalk / WeChat) | — | — | ✓ |
| Dedicated support group | — | — | ✓ |
| Supplier limit | 6 | 15 | Unlimited |
Editions
Three editions, flexible pricing
A “custom deployment + annual service” model: a one-time deployment fee plus a yearly service fee, quoted to your needs.
Basic
Single mailbox, full core board
- ✓1 mailbox monitored
- ✓AI extraction (part no. + due date)
- ✓Live board + detail pages
- ✓PDF / Excel attachment parsing
- ✓Search + manual due-date edits
- ✓Up to 6 suppliers
Standard
Multi-step coordination, supplier self-service
- ✓Everything in Basic
- ✓Multi-step subway progress map
- ✓Supplier portal (PIN login)
- ✓Process editor
- ✓Read-only viewer role
- ✓Up to 15 suppliers
Enterprise
Multi-mailbox, custom integration, priority support
- ✓Everything in Standard
- ✓Multi-mailbox monitoring
- ✓Custom integration (ERP / DingTalk / WeChat)
- ✓Unlimited suppliers
- ✓Dedicated support group
- ✓Priority response (within 4h)
* The deployment fee covers: requirements, environment setup, mailbox onboarding, supplier configuration and staff training.
* Annual service includes AI extraction API costs and feature updates — no extra token fees.
* Standard delivery is 3–5 business days, followed by a 15-day trial period.
What's included
Custom deployment (one-time)
| Stage | What happens | Time |
|---|---|---|
| Requirements | Map mailbox sources, supplier list, process flow and role permissions | 1-2 days |
| Environment | Server setup, domain config, SSL certificate, database init | 1 day |
| Mailbox onboarding | IMAP connection, sender allowlist, AI parsing-rule tuning | 1-2 days |
| Supplier config | Enter suppliers, mailbox mapping, aliases, PIN generation | 0.5 day |
| Training & sign-off | Admin training + supplier guide + go-live acceptance | 0.5 day |
Standard delivery: 3-5 business days.
Annual service
01
Hosting & ops
7×24 server monitoring, process supervision, log alerts, database backups.
02
AI model runtime
AI extraction API costs (included in the annual fee — no extra token fees).
03
Feature updates
Continuous updates along the product roadmap, at no extra development cost.
04
Incident response
Response within 8h on business days (4h for Enterprise), remote troubleshooting.
05
Config changes
Day-to-day changes — suppliers, mailboxes, roles — at no per-change limit.
06
Data security
Read-only mail (IMAP read-only); data stays on the customer's designated server.
FAQ
Frequently asked questions
QWhat hardware / server is needed?
Just one cloud server (2 cores / 4G is enough). Use your existing server or have us procure one. All data stays on your own server and is never sent out.
QWhat are the mailbox requirements?
Any standard IMAP mailbox works (Alibaba Mail, Tencent Exchange, 163, QQ, etc.). The system is strictly read-only — it never deletes, moves or modifies any mail.
QHow accurate is the AI?
Part-number + due-date extraction is over 95% accurate. For cases the AI can't cover (handwritten faxes, non-standard formats), a manual edit entry is always available.
QDo suppliers need to install an app?
No. Suppliers open a link in a mobile browser and enter a PIN. No app to download — the learning curve is close to zero.
QCan it connect to our ERP / DingTalk / WeChat?
The Enterprise edition supports custom integration. Depending on the target system's complexity, extra development costs may apply — discussed case by case.
QCan I get a refund if unsatisfied?
A 15-day trial follows deployment. If you're not satisfied within the trial, we refund 50% of the deployment fee and the full unused portion of the annual fee.
Want to see AI MAIL in action?
Book a demo, or just tell us about your delivery-tracking pains — we'll help you make delivery management solid, the Ruogu way.
Book a demo / talk →