MedDx Capital Advisors: AI Inbox System That Reclaimed 4+ Hours Daily

Jon Vance runs a boutique healthcare advisory firm helping medtech and biotech companies raise capital. Success in this high-touch industry relies on maintaining deep personal relationships and responding quickly to opportunities. However, as the firm grew, the administrative burden of managing communication began to stifle the actual advisory work.

The friction points were clear and compounding:

• Overwhelming Inbox Volume: Jon was spending 5+ hours every day manually triaging emails, drafting responses, and managing scheduling.
• Missed Opportunities: Manual cold outreach was inconsistent, and without a robust tracking system, follow-ups were often dropped, leaving potential deals on the table.
• Context Switching: The constant need to check and reply to emails fragmented deep work blocks, making it difficult to focus on complex financial modeling and strategy.

The personal stakes were equally high: Jon wanted to reclaim his evenings to be fully present for his son’s senior year before college, a goal that felt impossible with his current workload.

We designed a custom automation ecosystem centered on HyperReply, an intelligent agent built to act as a seamless extension of Jon's own communication style.

HyperReply: Intelligent Inbox Automation

Instead of generic auto-responses, we built a sophisticated system using n8n and OpenAI that mimics Jon's decision-making process:

• Context-Aware Triage: The system analyzes incoming emails to distinguish between urgent client matters, scheduling requests, and newsletters, routing them accordingly.
• Voice-Matched Drafting: Using a model fine-tuned on Jon's historical emails, HyperReply prioritizes messages and drafts full responses in his specific tone.
• Seamless Gmail Integration: Unlike external tools that require a new interface, our custom Gmail API integration saves these drafts directly into his existing threads, allowing him to review and send with one click.

Smart Outreach Engine

To solve the deal-flow consistency problem, we implemented an automated outreach system:

• Automated Personalization: Generates highly personalized outreach emails at scale, ensuring every prospect feels individually addressed.
• Intelligent Follow-Up Logic: Automatically tracks engagement and schedules appropriate follow-ups if no response is received, ensuring persistence without manual overhead.
• Zero-Touch Tracking: All activity is logged automatically, eliminating the need for manual CRM data entry.

Engineering note: Gmail’s API doesn’t support threaded drafts natively in the way we needed. We built a custom request handler to preserve conversation context ID and headers, ensuring that every AI draft appeared correctly inside the ongoing email thread.

The impact was immediate and transformative for both the business and Jon’s quality of life:

• Time Reclaimed: Daily email management time dropped from 5+ hours to under 2 hours, saving over 15 hours per week.
• Scalable Outreach: The firm can now handle hundreds of outreach emails in minutes rather than days, dramatically increasing the pipeline without adding staff.
• Quality of Life: Most importantly, the reduction in low-value administrative stress allowed Jon to step away from his desk earlier and spend meaningful, uninterrupted time with his family.