What it does

I do service and support for customers, and most of it arrives by email. A mail client shows it in the order it arrived, but I care about a different order: what's urgent, what's waiting for me, and what's waiting for the customer. MailBoxAI arranges mail that way. It doesn't replace your mailbox. It reads it over IMAP and shows it as a to-do list.

Emails become tickets. Messages in one thread go into one ticket. Each has a priority, a status (new, in progress, waiting for the customer, closed), a deadline and a change history. You can add a note to a ticket that the customer never sees.
Several accounts, each with its own rules. Add as many mailboxes as you like and set for each which folders to read (not just the Inbox), the reply deadlines and which rules set a priority.
Companies and people. Senders are linked to companies, and a company or an employee can have its own default priority, so a message from a key customer doesn't get lost among offers.
Large mailboxes. The app is built for thousands of messages in a folder. From the archive it fetches only headers, and the body only when you open it, so the database on disk stays small.
Replies like in an ordinary mail client. An editor with formatting, signatures, images pasted from the clipboard and attachments. A sent message is saved in the Sent folder on the server, so you see it on your phone too.
Not every email is a ticket. A ticket is created when an account rule matches, the sender is in your contacts, or the message continues an existing ticket. Newsletters and notifications stay ordinary mail. A ticket created by mistake is dismissed with one click, and the same thread won't come back.
Profiles. Keep private and company mail in one app, but separate: each profile has its own accounts, rules and settings. Switching to a profile can be protected with Touch ID, Windows Hello or a password. To be honest: this protects switching inside the app, and the files on disk are not encrypted.
Assistant in the window. A chat panel (Cmd/Ctrl+J) where you write in plain language, e.g. “show overdue tickets from this company” or “create a rule for mail from this domain”. It shows changes for your approval before saving them. It runs on your own AI key.
Plugins for ticket systems. A ticket can be passed on to an external system, e.g. Jira or your own system with a REST API, and closed on both sides.
AI analysis, when you want it. Once you provide your own key (Claude or an OpenAI-compatible service), the app can summarise a thread and suggest a priority and a draft reply. You review and approve the suggestions before anything is saved. Without a key the app works normally, on rules alone.

Requirements

Mac: macOS 10.15 or later, Apple Silicon and Intel.
Windows: Windows 10 and 11, x64 and ARM.
A mail account with IMAP and SMTP access.

Installation

Mac:

Click Download for Mac. The MailBoxAI-0.1.9.dmg file downloads.
Open it and drag MailBoxAI into Applications.
Launch MailBoxAI and add your first mail account.

The app is signed and notarized by Apple.

Windows:

Download the installer for your processor and run it. Almost every PC has an x64 processor (Intel or AMD); ARM means e.g. Snapdragon X laptops.
The installer isn't signed with a certificate, so Windows may show “Windows protected your PC”. Click More info, then Run anyway.
If that button isn't there, right-click the downloaded file → Properties, tick Unblock at the bottom, click OK and run the installer again. If Windows still blocks it, Smart App Control is probably on (Windows Security → App & browser control), which lets only signed programs run.
After installing, launch MailBoxAI and add your first mail account.

The warning appears only on the first install. MailBoxAI checks kakaki.pl for a new version itself and asks before installing it.

Privacy

Your mail and the ticket database stay on your computer.
Passwords and keys are kept in the macOS keychain or the Windows Credential Manager, not in the app's files.
Profiles keep data separate (each has its own database), and Touch ID, Windows Hello or a password protect switching between them inside the app. The databases on disk are not encrypted, so this is not protection against someone who reads the files on your disk.
Nothing is sent to me. No accounts, ads or analytics.
The content of a message goes to an AI provider (Claude or an OpenAI-compatible service) only if you turn on AI analysis and supply your own key, or if you use the built-in assistant.
Remote images in emails are blocked by default.
Apart from your own mail servers, the app connects to kakaki.pl to check for a new version, and when you add an account it sends only the address domain to the public mail settings database (ISPDB) to find the servers. It connects to an AI provider or an external ticket system only if you set them up yourself.

Questions

Does MailBoxAI replace my mail client?

No. It reads your mailbox over IMAP and shows it as tickets. You can write replies in the app, and sent messages go to the Sent folder on the server, so you see them in other apps too.

Do I need an account with an AI provider?

No. Without a key the app works normally, on rules alone. AI analysis is an add-on and sends nothing by default.

How much does it cost?

Nothing. MailBoxAI is free. If you choose to use your own AI key, you pay its provider.

Is it a finished app?

It is an early version (0.1.9). Some features are new and may have bugs. Please send feedback to kontakt@kakaki.pl.

Why does Windows warn about the installer?

Because the installer isn't signed with a paid certificate, and the SmartScreen filter warns about every new unsigned program. The Installation section explains how to continue. The warning appears only on the first install.

I have an idea or a question.

Write to kontakt@kakaki.pl.

What's new

MailBoxAI 0.1.9 · 14.11.2026

Ticket and directory sync between computers using the same mail account: the state lives in a separate folder of the mailbox, with no extra server. Turn it on in the account settings, together with a size limit.
VIP: a star next to the sender, a “From VIP” filter and a “VIP” box in the sidebar, VIP list import from a file or pasted addresses.
“Add to directory” on a message creates a client record in one click.
Attachments of received messages can be opened and saved (also all at once).
Notifications: choose from which importance the app notifies you.
A label bar above the “Flagged” list.

MailBoxAI 0.1.8 · 14.11.2026

AI settings are shared by all profiles; a chosen profile can have its own. Existing settings move over automatically.
In the new message window only the body scrolls, and “Discard” and “Send” stay at the bottom.
Mac: an update should no longer add a second Dock icon (takes effect from the next update).

MailBoxAI 0.1.7 · 14.11.2026

A folder's list shows all its mail, not just the 1000 newest messages: more load as you scroll.

MailBoxAI 0.1.6 · 14.11.2026

“Flagged” in the sidebar also with a single account: flagged mail from all watched folders.
Updates for Mac and Windows are now released independently.

MailBoxAI 0.1.5 · 14.11.2026

An account's whole mail now downloads by itself: headers of all messages first, then bodies in the background, newest first. You can turn it off in the account settings.
“Load everything” for a folder and “Whole account mail”, with a progress bar, stop and resume.
Rules also run on older mail (moving to folders, flags, labels); older mail does not create tickets unless a rule says so.
In the message editor the “Discard” and “Send” buttons always stay visible at the bottom.
After an update there is a single app icon in the menu bar.

MailBoxAI 0.1.4 · 14.11.2026

Unified mailboxes across all accounts, as in Mail on a Mac: “All inboxes”, “All sent” and “Flagged” (when the profile has more than one account).
Sent folders show the recipient in the list, and search covers recipients too.
The width of the message, ticket and client list column can be changed.

MailBoxAI 0.1.3 · 14.11.2026

Flags, read/unread and colour labels on individual e-mails, in sync with the IMAP server; a marker for importance set by the sender.
List filters: flagged, unread, labelled, important, with attachments.
A new icon toolbar in the Mail view and moving mail by dragging it onto a folder.
Sidebar: your own item order, adjustable width, message counts and folder sizes.
A progress bar when loading older messages, with a way to stop.
The assistant can create company and contact cards from mail senders (after your approval).
A folder created in the app shows up in the sidebar right away.

MailBoxAI 0.1.2 · 14.11.2026

First public release.