AI reply suggestions

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

When a lead replies, OutreachFox can draft an answer for you. The suggestion is built from the full thread, the lead's contact fields, the reply category and the sending mailbox's signature, so it already knows what you offered, what the lead asked and how to sign off. You review, edit and send — the AI never sends on its own.

Prerequisites

• AI reply categorization is active (it is on by default under Campaign Settings → Reply Categorization). Suggestions use the category to choose the right angle.
• AI suggestions are enabled for the workspace under Settings → AI. A workspace admin can turn them off.

Steps

1. In the left nav, click Inbox and open a conversation with a reply from the lead.

2. Click Reply. Above the editor you see Suggest reply (sparkle icon). Click it.

3. Wait 2–5 seconds. The draft appears in the editor. Depending on the category you see one of three angles:

   • Interested: confirms interest, proposes a time or asks one qualifying question, includes your calendar link if the sender has one.
   • Not Interested / Not now: thanks the lead, asks for a better time or the right person, keeps the door open in two lines.
   • Question / More info: answers the question using the thread and suggests a next step.

4. To get a different version, click Regenerate, or pick a tone from the dropdown: Short, Friendly or Formal.

5. Edit the draft. Check names, dates and any claim about your product. Delete anything you would not say yourself.

6. Click Send, or schedule it.

What the AI uses and does not use

• Uses: the thread, lead fields (name, company, title, custom fields you uploaded), the reply category, the sender name and signature, and the campaign's original email so it does not repeat the pitch.
• Does not use: other leads' conversations, your CRM, or anything outside OutreachFox. It does not know your pricing unless it appears in the thread.
• Suggestions are generated on demand; nothing is sent or changed until you click Send.

Tips

• Treat the suggestion as a first draft. Leads can tell when an answer is generic — add one specific detail from their reply.
• Suggestions work best when your original sequence email is specific. If the AI's answer is vague, the thread it learned from was vague.
• For high-value Interested replies, combine a suggestion with a reply template: use the template for structure and the suggestion for the personalized first line.
• Keep replies under 100 words. If the suggestion is longer, choose Short.
• Upload useful lead fields (industry, product interest, trigger event) with your contacts. The AI can only reference what it has.

Troubleshooting

• The button is greyed out. The conversation has no reply from the lead yet, or AI features are disabled for the workspace. Check Settings → AI.
• The draft is in the wrong language. The AI follows the language of the lead's reply. If the lead wrote in English but you want to answer in German, select the language from the tone dropdown or write the reply manually.
• The draft mentions something incorrect about my product. It inferred it from the thread. Correct the draft and consider making the sequence email more explicit.
• Slow generation. Under heavy load the draft can take up to 15 seconds. Do not click Suggest reply repeatedly; each click starts a new draft.

Related articles

• Reply templates (macros) for faster responses
• Reply, forward and attach files from the Unified Inbox
• Set AI reply categorization to organize campaign responses
• Custom lead labels and how they relate to AI reply categories
• Using variables in email content