How BuyerFlo drafts your emails

Every outbound email on a deal starts as an AI draft. Here's what goes into each one and why some drafts end up combined.

What the drafter reads

Before the AI writes a word, it has access to:

Your TC profile — display name, company, title, signature fields
Your writing voice — warm, professional, or direct (set during onboarding; changeable on your profile page)
Your custom email signature — if configured
The task's template — what the task is trying to accomplish, what response it needs, what urgency
The specific contact — name, role, prior correspondence on this deal
The deal facts — property address, every date, every party name, money terms
The task's due date + current urgency tier — initial / reminder / urgent / critical

Urgency shifts tone automatically

Urgency is set by proximity to the task's due date:

Initial (first send, plenty of runway) — warm, informational
Reminder (≥3 days before due) — friendly check-in
Urgent (≤2 days) — focused, clear ask
Critical (past due) — direct, escalation-signaling

Your writing voice affects the baseline tone, but urgency always escalates firmness. A critical-urgency email from a "warm" TC still reads firmer than the initial send.

Real data, not placeholders

The drafter is prompted to cite real dates, real amounts, real names — never merge-field placeholders like [CLOSING_DATE] or [INSERT_PROPERTY]. If the model generates a placeholder by mistake, a server-side scrubber catches it before the draft saves.

Example: "Hi Linda, checking in on the inspection for 123 Main — the period ends May 2, so we'd want the report back by then."

Recipient consolidation — one email instead of three

If two or more tasks would send a separate email to the same recipient within ~72 hours (about three days), the engine merges them into a single combined email rather than blasting the agent three times.

Example: Confirm key dates, Home insurance binding needed, and Utility provider info needed are all aimed at the buyer's agent and all become drafts on the same day. The engine merges them into one email titled something like "3 quick items — 123 Main St" with each ask as its own short paragraph.

Rules the consolidator applies:

Same recipient (case-insensitive, normalized).
Created within a 72-hour window of each other.
Combined word count under 400 (a wall of text is worse than two focused emails).
Combined CC list under 4 recipients (avoids 6-way emails nobody reads).
Neither draft has been TC-edited or carries an attachment (we won't risk losing your edits or an attached PDF in a merge).
Send timing inherits the earliest scheduled send across the source drafts — a stale ask doesn't get delayed by riding along with a fresh draft.

Drafts older than 72 hours don't retro-merge with newer ones. The cap is deliberate: a multi-week-stale ask deserves to go out on its own timeline, not silently piggyback on this afternoon's drafter run where you might miss it.

The TC voice isn't just "nice"

Your picked voice has real effects:

Warm — friendly opener, first names, softer asks, ends with appreciation
Professional — direct but courteous, role-based address when name is unknown, minimal pleasantries
Direct — no preamble, minimum words, explicit asks, firm timelines

If your natural email style doesn't match the one you picked, change it on your profile. Emails that sound like you get better replies than emails that sound like a chatbot.

Why drafts wait in a queue

Even in auto-send mode, drafts wait 10 minutes before they actually dispatch via Resend. This gives you an undo window — see the draft, decide it's wrong, cancel or edit before it goes.

In manual mode, drafts sit in the Approvals filter on the deal page indefinitely until you click Send. They never auto-dispatch.

Where you see drafts

Deal workspace, Approvals filter — every draft awaiting your review on a specific deal, grouped per recipient.
Today page — cross-deal queue of every draft awaiting your review.
Approvals filter pill count — at-a-glance number on the deal header.

When a draft is wrong

Edit body — click Edit on the approval card. You can rewrite the body, change the subject, add CCs. Save → the draft is updated, the timer continues if auto-mode.
Regenerate — have the AI try again with a fresh pass. Useful when the body is on-topic but the tone or phrasing is off.
Cancel / Dismiss — kills the draft. The engine will often produce a cleaner version on the next coordination tick.
⚡ Send now — skip the rest of the 10-minute window and ship immediately.

A note on the "drafter has not fired yet" caption

If you see a pending overdue task with the caption "Never activated — drafter has not fired yet", that's almost always a task with no upstream prereqs that the engine somehow failed to activate. Rare. Most pending overdue tasks now show "Waiting on: [prereq]" instead — that's the engine correctly holding the task until an upstream one completes, not a drafter failure.