Mail2KNOW
Mail2KNOW is your company’s AI knowledge base that learns from email. Forward documents — Word, Excel, PDF, scans, images, or plain email text — with your secret learning token in the subject or the text, or drag them into the _Mail2KNOW/LEARN folder, and it converts everything into organized knowledge articles. When customers email a question, it answers automatically from your knowledge, in the language the customer wrote in. If it doesn’t know, it asks YOU, learns your reply, and answers the customer — the knowledge base builds itself from real questions. No ERP needed.
Learns From Anything You Forward
Teach Mail2KNOW by forwarding an email with your secret learning token in the subject or the text — or simply drag any email into the _Mail2KNOW/LEARN folder of your mailbox. It reads every attachment and converts it into organized knowledge articles.
Knowledge Sources
Email Providers
Use Cases
One email account, no ERP needed — setup in minutes, even for non-technical users.
The Same Questions. Every Single Day.
Your team answers the same customer questions over and over — shipping times, product specs, return policies. The knowledge lives in scattered documents and in your employees’ heads. Every answer costs time, and every delay costs customers.
Without Mail2KNOW
- ❌ Same questions answered manually
- ❌ Knowledge scattered in files & heads
- ❌ Slow replies, lost customers
- ❌ Language barriers with customers
With Mail2KNOW
- ✅ Customers answered around the clock — automatically in LIVE, as drafts for your approval in DEMO
- ✅ One organized AI knowledge base
- ✅ Replies in each customer’s own language — 31 languages
- ✅ Knowledge base builds itself
Forward a Document. Gain a Knowledge Article.
Every document you forward with your secret learning token becomes an organized, searchable knowledge article — automatically titled, categorized, and ready to answer customer questions.
Your Knowledge Base
Every format becomes clean, organized knowledge — no manual writing needed!
How It Works
Connect Your Mailbox
Link your email (IMAP/O365) at BOTS4.me/bots and get your secret learning token. Takes minutes — no ERP, no technical skills.
Forward Knowledge with Your Token
Forward documents — Word, Excel, PDF, scans, images, or plain text — with your token in the subject or the text, or drag them into _Mail2KNOW/LEARN. Mail2KNOW converts everything into organized knowledge articles.
It Answers Your Customers
Customers email a question — Mail2KNOW answers from your knowledge, in the language the customer wrote in. You approve each draft with one click until you switch to LIVE. Colleagues get their answers straight back.
Powerful Features
Everything you need to turn your company knowledge into an autonomous support agent
Any-Format Learning
Forward Word, Excel, PDF, scanned files, images, or plain email text with your secret learning token — Mail2KNOW converts everything into organized knowledge articles automatically. No manual writing, no copy-pasting. (Every format, including scanned files & images via OCR, on every paid plan from Personal.)
31 Languages
Every question is answered in the language it was written in — from knowledge you taught in yours. When a language cannot be recognized, the answer is in your App Language. Customers from every country are served from the same knowledge.
Ask-Back Loop
When it doesn’t know, it asks YOU for the missing info — reply to the email or press Teach & answer — learns it, and then answers the customer. You get one reminder after a day; after 2 days (adjustable) the customer is politely asked to contact you directly.
Answers Your Colleagues Too
A question from your own company — a verified address of your company’s domain or a colleague you listed — is answered straight back, in DEMO and in LIVE, with the knowledge articles it is based on. When knowledge is missing, Mail2KNOW asks the colleague who asked, and their reply teaches it.
Your Whole Team Teaches
Colleagues on your company’s own domain may teach Mail2KNOW too — with the learning token in the subject or the text, or by dragging any email into the _Mail2KNOW/LEARN folder; once learned it moves to LEARN/DONE. The list Who may teach and ask is needed only for outside addresses. A reply to a [Q-xxxx] question teaches without the token.
Customers Rate Every Answer
Under every answer the person who asked finds 👍 and 👎. Each rating appears in the _Mail2KNOW/FEEDBACK folder of your mailbox and in your dashboard. A 👎 comes with Edit & resend: correct the answer, and the customer gets it again — and Mail2KNOW learns it.
Shared Knowledge Bases
Several mailboxes — for example sales@ and support@ — can share one knowledge base: what one learns, all of them answer from. A mailbox that joins brings its articles along; a mailbox that leaves keeps a copy.
A Token That Stays Secret
Your learning token is never sent in any email. If it turns up in an email from someone who may not teach, nothing is learned and the token is replaced automatically — you copy the new one from your dashboard. The New token button replaces it whenever you want.
Draft-Approval Mode
Every new subscription starts in DEMO: nothing reaches a customer without your OK. Every answer starts as a draft with one-click buttons — Send answer, Edit, Reject — in the draft email, in the LOGS folder of your mailbox and in your dashboard. The draft shows which knowledge articles it used. In LIVE, a draft still comes when the AI is unsure, and the customer gets a short note that the question was received if you have not approved it within an hour. Every click is carried out within a few minutes, also outside your Operating Hours.
Works Next to Mail2ERP
On a mailbox that Mail2ERP, Supplier2ERP or Pay2ERP also reads, Mail2KNOW answers only the emails you hand it: drag one into the _Mail2KNOW folder or press Answer with Mail2KNOW on its LOGS note. The reply goes from that mailbox to the original customer. A mailbox used only for Mail2KNOW answers every incoming question.
Learns From Your Approved Answers
Every answer you approve or correct is saved as a question-and-answer article, so the same question is answered from it next time. Answers with live stock or order data are never saved. Every week you get an email with what was learned, with Edit and Forget buttons on every new article; a full overview arrives once a month, and an email with [LIST] in the subject brings it at any time.
Live Stock, Delivery & Order Status
With a connected ERP, questions about stock and delivery times are answered with the figures in your ERP at that moment. Order status is given only to a sender proven to belong to that customer. Prices stay out of answers unless you switch them on. In LIVE, such an answer goes out on its own only when every figure was confirmed and it also cites a knowledge article; otherwise it comes to you as a draft. Your colleagues may also ask for stock including quantities on the way and on order, and for the status of any order by its number. (From the Business plan.)
Demo Mode — Watch Before You Go Live
Every new subscription starts in DEMO. Mail2KNOW reads the real questions arriving in your mailbox and writes the full answer from your knowledge base — as a draft for you. Nothing reaches the person who asked on its own: no answer, no acknowledgement, no hand-off. One click on Send answer sends it. Learning keeps working, so you can build the knowledge base while you judge the answers. Switch to LIVE when you are convinced.
Secure Encrypted Storage
Every mailbox you connect has its own knowledge base — or shares one with your other mailboxes, if you choose — stored encrypted. Your company know-how is never shared with other clients, never mixed with theirs, and never used to answer anyone else’s customers.
Logs in Your Mailbox
Everything the bot does also appears as a message in a LOGS folder inside its own folder in your mailbox, so your whole team can follow it without a BOTS login. Drafts and open questions arrive unread, with their one-click buttons; everything else, warnings included, arrives already read. Nothing is sent by email, and the folder keeps the latest 100 rows from the last 30 days. Included from the Personal plan.
Simple Subscription Pricing
Same subscription model as every BOTS4.me app: pick the plan that matches your volume and switch to a larger plan anytime. First month free.
📦 What each plan includes
First month free — cancel anytime
- ✅ Dashboard access & logs
- ✅ Learns from forwarded email text, HTML and CSV
- ✅ Ask-Back Loop
- ✅ DEMO: you approve every answer — LIVE: automatic answers
- ✅ Starts in DEMO — drafts come to you, nothing goes to the customer on its own
Personal • Family • Business • Enterprise
- + PDF / Word / Excel learning, scanned PDF and image learning via OCR, custom signature, logs in your mailbox (Personal)
- + Premium AI answers and live answers from your ERP: stock, delivery, order status (Business)
- + More documents and answers with every higher tier
- + Support: email on Personal and Family, priority on Business, VIP on Enterprise
Reaching your plan’s limit is safe: your knowledge base and every approved answer are kept. New questions wait until the next billing period begins or you move to a larger plan; a question already started is always answered. On the free plan Mail2KNOW prepares about 12 answers a month: you approve each answer in DEMO; LIVE answers on its own.
Start Safe — Go Autonomous When Ready
Every Mail2KNOW subscription starts in DEMO — you review every customer answer before it goes out.
Draft-Approval Mode
Mail2KNOW prepares every customer answer as a draft and sends it to you for approval. Nothing reaches a customer without your OK. Perfect for building trust in the answers.
Default — you approve (or reject) everythingAuto-Send Mode
Switch to LIVE when you’re confident. Customers get instant answers 24/7, and you only step in when the AI is unsure or the ask-back loop needs missing knowledge. Your first month is free.
Flip the switch when readySwitch between DEMO and LIVE in the Mail2KNOW Control tab at BOTS4.me/bots. Questions from your colleagues are answered straight away in both modes.
Works Great With Other BOTS4.me Apps
Mail2KNOW watches the same business mailbox as your other BOTS4.me apps — each app handles what it does best.
Not ready to commit? Start with your free Discovery month — first month free. Have questions? Talk to us.
Your Data Stays Yours — and in Europe
Mail2KNOW runs on EU-hosted servers under GDPR. Your knowledge base is stored per client and encrypted — it is never shared, never mixed with other clients, and never used to answer anyone else’s customers.
📚 Guides & How-Tos
Step-by-step articles from the BOTS4.me blog
Purchase Mail2KNOW
Your AI knowledge base that answers customers from email
No plan after the free month? Mail2KNOW continues on the free plan: about 12 answers a month — you approve each one in DEMO, LIVE answers on its own.
Not ready to connect? Try the Sandbox Demo — test with sample emails, no access needed. Try Demo →
Have questions? Talk to us → We answer within one working day.
Support: best effort on the free plan, email support on Personal and Family, priority support on Business, VIP support on Enterprise (SLA or a dedicated contact on request).
Ready to Stop Answering the Same Questions?
Next Steps: After subscribing, connect your mailbox in the Settings tab of BOTS4.me/bots and copy your secret learning token from the Mail2KNOW Control tab. Forward your first documents and watch your knowledge base grow — Mail2KNOW starts in DEMO and sends you every customer answer as a draft until you switch to LIVE!
Need assistance? Contact support@bots4.me
Your privacy is paramount. Learn about our security measures on our Access Levels page