An agency inbox that drafts the reply for you
The Proofsource agency inbox collects every pitch, reply and client conversation in one place. When a prospect answers, a reply is drafted with an invite from your own calendar, ready to send. Day 3 and day 7 follow-ups are planned for every pitch, each thread has an owner, and every email shows its delivery timeline. Counts on the menu show what is waiting.
| Thread | Owner | Delivered | Opened | Replied |
|---|---|---|---|---|
| Driffle in ChatGPT answers | Priya | Yes | Yes | Yes |
| Lumen Labs and Fathom | Sam | Yes | Yes | No |
| Kite Notes in AI Overviews | Sam | Yes | No | No |
Agency inbox, in short
The facts, ready to quote.
- Covers
- Pitches, follow-ups, replies and client conversations
- Drafted replies
- A reply drafted for each answer, with an invite from your calendar
- Follow-ups
- Day 3 and day 7, each with Edit, Redraft, Send now and Skip
- Calendars
- Each member links their own Google Calendar or Cal.com
- Ownership
- Assign an owner to each conversation
- Never silent
- If credits run out, a follow-up waits with an Add credits banner instead of failing
What is an agency inbox with AI-drafted replies?
An agency inbox is a shared mailbox view for the people an agency is pitching and serving. The hard part of outreach is rarely the first email. It is answering quickly when someone replies, following up on time when they do not, and making sure two people do not answer the same thread.
AI-drafted replies help when the draft is grounded in facts the agency already has. A reply to 'Can you show me more?' should offer a time and point at the prospect's own answers, not a generic paragraph.
Proofsource drafts each reply from the pitch and its scan, with an invite from the member's own calendar attached. Follow-ups on day 3 and day 7 are drafted and scheduled, and you can edit, redraft, send now or skip each one. Threads have owners, every email has a delivery timeline, and the inbox shows counts for replies and approvals waiting. When a booked call is close, a call brief appears.
How it works
One inbox for every prospect and client conversation, with AI-drafted replies, calendar invites, day 3 and day 7 follow-ups and an owner per thread.
Pitch goes out
Sent pitches land in the inbox with a delivery timeline.
Follow-ups are planned
Day 3 and day 7 follow-ups are drafted and scheduled, with settings you control.
A reply comes in
The thread fills in and a reply is drafted with an invite from your calendar.
Assign an owner
One person owns each conversation, so nobody answers twice.
Send answer and invite
The main button sends the drafted reply with the invite.
See it in the product
Screens from the Proofsource app, drawn with sample data for an example brand.
Next step: Maya replied 20 minutes ago. Send the answer and invite.
| Prospect | Step | Due | |
|---|---|---|---|
| Lumen Labs | Day 3 | Today | Edit / Redraft / Send now / Skip |
| Kite Notes | Day 7 | Thu | Edit / Redraft / Send now / Skip |
| Maple Meetings | Day 3 | Fri | Edit / Redraft / Send now / Skip |
Every capability, live today
9 shipped capabilities behind agency inbox, each in the product now.
Agency inbox with drafted replies
Replies to your outreach land in one inbox with the full thread, a drafted answer, a call brief and follow-ups, ready for you to approve.
One owner per conversation
Every client and prospect conversation is listed with its sequence, and each one has a single owner on the team who sends the reply.
Emails tab
Every sent email and reply with a delivery timeline, the thread, the drafted answer and the invite.
Waiting counts
A menu pill and tab counts for replies and approvals waiting.
Drafted follow-ups on day 3 and day 7
Each pitch gets automatic follow-ups on day 3 and day 7. Edit, redraft, send now or skip each one, and change the settings.
Answer plus calendar invite
A reply drafted for a lead carries an invite from your calendar, and one button sends both.
Follow-ups wait for credits
If credits run out, an Add credits banner shows and the follow-up waits instead of failing silently.
Invites from your own calendar
Each member links their own Google Calendar or Cal.com, and meeting invites go out through it.
Agency calendar
A calendar view of agency work and booked calls.
Who it is for
Answer while it is warm
A drafted reply and invite are ready the moment a prospect answers.
Share the load
Owners per thread keep two people from replying to the same prospect.
Never forget a follow-up
Day 3 and day 7 follow-ups are drafted and scheduled for every pitch.
Why it matters
Faster replies
The draft and the invite are ready; you review and send.
Consistent follow-up
Every pitch gets its follow-ups unless you skip them.
Full timeline
Delivered, opened and replied on every email.
No silent failures
Follow-ups wait with a clear banner if credits run out.
Google AI OverviewsGoogle AI Mode
Agency inbox: Proofsource and other tools
AI visibility tools are strongest at reporting; this table shows what each lists publicly for agency email work.
| Capability | Proofsource | SE Ranking | Peec AI | AthenaHQ | Otterly.AI | Writesonic | Scrunch |
|---|---|---|---|---|---|---|---|
| Email in the agency's name | YesPitches, replies and follow-ups from your own sender | YesCustom sender, reply-to or own SMTP serverSource | Not listed | Not listed | Not listed | Not listed | Not listed |
| AI-drafted replies | YesReply drafted from the pitch facts, with an invite | Not listed | Not listed | Not listed | Not listed | Not listed | Not listed |
| Outreach email drafts | YesPitch, reply and follow-up drafts written from the prospect's own scan | RelatedTraffic, Domain Trust and backlink checks to choose sources to contactSource | Not listed | RelatedTargets the sources that shape AI recommendationsSource | Not listed | YesDraft Email feature for citation outreach requestsSource | Not listed |
| Team roles and access | YesMembers share one workspace, with one named owner on each conversation | RelatedNot detailed beyond guest seatsSource | YesCompany-wide members view with role-based access and CSV exportSource | YesUnlimited seats with roles on Starter and EnterpriseSource | RelatedRead-only member roleSource | Related1 to 3 included users; extra users on Basic and GrowthSource | YesRBACSource |
| Separate workspace per client | YesProspect and client conversations live in one agency workspace | YesManage team and client accounts in one platformSource | YesIsolated project per client; unlimited client workspacesSource | YesAgency page: many brands in one platform with team permissionsSource | YesSeparate team, reports, prompts per clientSource | Related1 to 2 projects by plan; custom on EnterpriseSource | YesUnified workspace for multiple clients with prefilled dashboardsSource |
| Prospect pitches built on their own scan | YesEach pitch carries the prospect's scan, and replies draw on it | Not listed | YesFree 7-day prospect workspaces, converts to client projectSource | YesPre-built agency workspaces with AI search insights for proposalsSource | Not listed | Not listed | Not listed |
Where each of them shines
SE Ranking's white label supports a custom sender, reply-to or your own SMTP server.
Peec AI gives agencies pitch projects and client viewing links to share in outreach. Compare in full
AthenaHQ supports agencies with pitch-ready workspaces and routed client leads.
Otterly.AI offers agencies separate client workspaces and PDF reports to attach to emails. Compare in full
Writesonic lists a Draft Email feature for citation outreach requests.
Scrunch gives agencies one workspace for many clients, with prefilled dashboards. Compare in full
Questions about agency inbox
What is an agency inbox in Proofsource?
It is one view of every pitch, reply, follow-up and client conversation your agency sends through Proofsource, with drafted replies, owners and delivery timelines.
How are replies drafted?
From the pitch and the prospect's scan, so the reply refers to their real answers. Each draft is yours to edit, redraft or send.
Which calendars can I connect?
Each member can link their own Google Calendar or Cal.com, and invites are sent through it.
When do follow-ups go out?
On day 3 and day 7 after a pitch, unless the prospect replies or you skip them. You can edit, redraft or send each one now.
What happens if I run out of credits?
Follow-ups that need credits wait, and an Add credits banner shows. They never fail silently.
Can two people work the same inbox?
Yes. Assign an owner to each conversation so the right person answers.
Is there a brief before a booked call?
Yes. When a booked call is close, a call brief appears with what the prospect read, their worry, their goal, what to show and one ask.
Keep exploring
Try it on your own brand.
Proofsource is live: scan your brand and see agency inbox at work with your own answers, competitors and sources.
Google AI OverviewsGoogle AI Mode