📧 MailBatcher

Desktop mail batching for SMTP/IMAP profiles, templates, address books, and workflow-driven automation

Download MailBatcher Free (Windows, macOS & Linux): https://demo.vibecodesoft.com

🧭 Overview

MailBatcher is a desktop mail automation application for reusable SMTP/IMAP profiles, mail templates, address books, and workflow-driven batch sending.

Create structured and repeatable mail workflows — without running your own mail server:

• Send emails from folders using filename patterns, variables, attachments, and retry handling
• Automatically respond to incoming messages based on sender, subject, or content matching
• Run recurring email deliveries on schedules
• Use address books for recipient lookup, variables, and language-aware templates
• Manage SMTP sending, IMAP monitoring, template rendering, attachments, and history in one central desktop hub
• Track logs, incidents, workflow history, dashboard metrics, and error reports

Perfect for invoice distribution, reports, mailbox automation, newsletter-like workflows, file-based processes, and backup/archive strategies.

🚀 Highlights

• Reusable SMTP & IMAP profiles
  Create mail profiles for outgoing SMTP and incoming IMAP accounts and reuse them across multiple workflows.

• Workflow-driven mail automation
  Build repeatable sending, reply, scheduling, and archive workflows from one central desktop interface.

• Send from Folder workflows
  Watch local folders, detect files using patterns, extract variables, attach documents, retry failed sends, and move files into sent or error folders.

• Respond to Emails workflows
  Monitor IMAP mailboxes, match incoming messages by sender, subject, or content, and trigger reply, send, or forwarding actions.

• Scheduled sending
  Prepare recurring daily, weekly, or monthly email workflows with templates and attachments.

• Address-book powered automation
  Use address books for recipient lookups, workflow matching, template variables, and language-aware template selection.

• HTML and plain-text mail templates
  Create professional templates with HTML content, plain-text fallback, inline images, sender variables, and per-language variants.

• Built-in safety mechanisms
  Duplicate prevention, validations, retry handling, runtime incidents, and optional error reports help reduce workflow mistakes.

• Local-first desktop workflow hub
  Profiles, workflows, templates, address books, history, and settings are stored locally on your machine.

• Cross-platform desktop tool
  Available for Windows, macOS, and Linux.

⚙️ Workflow Examples

• Automated invoice distribution from folders
  Watch invoice folders and automatically send PDF invoices based on filename patterns. Extract customer IDs from filenames like INV_10045.pdf, resolve recipients using the address book, render mail templates, attach files, and automatically move processed files into sent or error folders.

• Customer ID-based recipient lookup
  Use extracted variables from filenames, CSV mappings, or address books to automatically resolve recipients, contact persons, languages, company names, or workflow-specific template variants.

• Automatic mailbox responders
  Monitor IMAP mailboxes and automatically reply, forward, or trigger follow-up workflows when sender, subject, attachments, or content matches configured rules.

• Monthly report distribution
  Automatically send reports, exports, analytics, backups, or generated documents daily, weekly, or monthly using predefined templates and attachments.

• Attachment-based delivery workflows
  Automatically attach PDFs, ZIP files, Office documents, reports, screenshots, or exported data files before sending.

• Language-aware email delivery
  Select templates automatically based on recipient language fields from the address book and send localized HTML and plain-text emails.

• Forwarding and escalation workflows
  Automatically forward incoming emails to departments, support teams, accounting, or external recipients using configurable rules.

• SMTP backup and archive workflows
  Archive sent or received messages locally, move emails into IMAP archive folders, or create structured backup workflows for recurring mail operations.

• Error and retry handling
  Failed sends, invalid recipients, missing attachments, or SMTP issues can trigger automatic retries, incident logs, error reports, or notification emails.

• File-driven workflow automation
  Combine watched folders, filename parsing, address-book lookups, variables, schedules, templates, and attachments into fully automated desktop mail pipelines.

🧩 Workflow Types

MailBatcher combines multiple mail automation strategies in one central desktop application:

• Send from Folder – watches folders, detects files, renders variables, attaches documents, and sends automatically
• Respond to Emails – monitors IMAP mailboxes and triggers reply, send, or forwarding actions
• Send on Schedule – sends prepared emails daily, weekly, or monthly
• Backup & Archive – backs up mailbox content locally or moves messages into archive folders

Everything is managed through one central interface — without complex scripts or running your own mail server.

🪄 Quick Start

• Open MailBatcher
• Create your SMTP/IMAP mail profile
• Create a mail template and optional address book
• Create a workflow
• Start with small test runs first

Once enabled, MailBatcher automatically executes the configured workflows.

📧 MailBatcher
Automate recurring mail workflows and manage SMTP, IMAP, templates, attachments, address books, and history — from one central desktop application.