mailnote
Why mailnote?

Real people, writing down
what was really agreed.

Right next to the email it was agreed in, for every colleague who opens that thread in their own mailbox, now or a year from now.

Sara's Outlook, with the mailnote pane next to the email.

The problem

Business gets agreed in email.
Then it stays between two people.

Sara agrees a discount, a delivery window and a deadline with a customer. It's all in her thread with Tom. The people who have to deliver on it were never on that thread.

  • Logistics books the December trucks without knowing the customer's goods entrance closes on the 20th.
  • Finance invoices the full price, because the 8% lived in Sara's head.
  • Support answers Tom's call while Sara is on holiday, and has nothing to go on.

The part no software can read

“As discussed.”

The two most expensive words in business email. The actual agreement happened on a call, in a meeting, in the corridor. The email only says it happened.

No search, no archive and no AI can recover what was never written down. Only the person who was there can, and mailnote gives them ten seconds and the right place to do it.

The email

“As discussed, we'll go ahead with the full order. Please send the revised quote.”

Discussed what? Which price? Which dates?

Sara's note, on that thread

Agreement

8% off if confirmed by 15 Nov. Agreed with Tom on the phone, 14 Oct. Whole order, not the extra towels. Delivery in two batches: 1 Dec and 15 Dec.

“Don't we already have that?”

Microsoft 365 stores your work. Copilot summarises it.
Neither knows what your people agreed.

mailnote doesn't replace any of them. It fills the gap between them: knowledge that only exists in someone's head, attached to the email it belongs to.

Outlook & shared mailboxes

Only the people on the thread see it. Forwarding the whole thread to logistics shares everything, or nothing useful.

OneDrive & SharePoint

Great for documents. But someone has to write one, file it in the right place, and everyone else has to know where to look. Nobody does that for a discount.

Teams chat

Fast, then gone. The message scrolls away, and it isn't there when you open the customer's next email.

Copilot & other AI

Summarises the emails you can open, and guesses what mattered. It can't tell you what was said on the phone, or what a colleague who wasn't on the thread needs to know.

The CRM

Only sales lives in it, and logging every call is a chore. Logistics, finance and support work in their inbox.

mailnote

A colleague who was there writes down what was agreed, decided or at risk, on the thread itself. Everyone in your company sees it where they already work: next to the email.

How it works

Three steps. No new place to go.

  1. Open an email

    In Outlook (desktop or web) or Gmail. Pin the mailnote pane once and it follows every email you click.

  2. Write it down

    An agreement, a decision, a risk, an action item, an open question. Tag it with the customer or project.

  3. Your colleagues see it

    Live, in their own mailbox, on any email in the same thread. And next month, on the customer's next email.

The thread is the address

Same thread, any mailbox.

A week later Tom replies to Sara and copies Mikkel in logistics. Mikkel has never seen the earlier emails. He opens Tom's reply in his Outlook, and the notes are already there.

Sara's mailbox, Tuesday
Mikkel's mailbox, a week later

mailnote recognises the thread by the emails' own message ids, the way mail programs do, so it works across mailboxes, and between Outlook and Gmail.

Knowledge that builds up

Every note makes the next email smarter.

Tag notes with a customer or a project. When any email from that customer arrives, in anyone's inbox, mailnote shows what your company already knows about them, from other threads.

  • Hannah in finance opens an invoice question from Brightwater and sees the 8% agreement
  • Jonas in support sees the open action items before he calls Tom back
  • A new account manager reads two years of decisions on day one

Where it pays off

Six moments every company knows.

Sales hands over to delivery

The promises made while selling are on the thread the project team gets cc'd on. No handover document to write, none to lose.

Someone is on holiday

The customer writes while their contact is away. Whoever picks it up sees what was agreed, what's still open and what to watch out for.

Finance checks an invoice

The discount, payment terms or free shipping that sales agreed are right there, with who agreed it and when.

A risk is spotted early

An engineer reads a supplier's “small delay” and adds a risk note. The project manager sees it on the next email in that project.

A colleague leaves

Their mailbox gets archived. Their notes don't: years of agreements and decisions stay with the company, on the threads they belong to.

“Who agreed to that?”

Every edit is kept in the history. A changed price in an agreement is never quietly overwritten.

Who it's for

Companies where many people serve the same customers, by email.

The teams

  • S
    Sales & account managementwrite down what they promised
  • P
    Projects & deliverysee what was promised, flag risks
  • F
    Finance & purchasingsee prices, terms and exceptions
  • C
    Customer servicepick up any thread with context
  • M
    Managementa searchable record of decisions

The fit

  • B2B companies, from 5 to 500 people
  • Customers, suppliers or partners who mostly talk to you by email
  • More than one person per customer: sales, delivery, finance, support
  • Microsoft 365 or Google Workspace, or both
  • Agencies, wholesale, manufacturing, logistics, consultancies, construction, IT services

For IT

Easy to say yes to.

Reads one email, never the body

The add-in reads the open email's subject, people, date and threading headers. Email bodies and attachments are never read or stored. No access to the rest of anyone's mailbox.

No AI unless you allow it

Related notes come from rules and full-text search on our own server. Members can connect their own AI assistant (MCP) only once an owner turns it on.

Hosted in Germany

One server in Nuremberg, database on an encrypted volume, encrypted nightly backups in the EU.

Deploy in minutes

Upload one manifest under Integrated apps in the Microsoft 365 admin center, or let people add it themselves. No Graph permissions, no app registration.

You decide who's in

Invites only, restricted to your own domains if you like. Two-factor authentication, and owners can require it for everyone.

Confidential stays confidential

Subjects with “confidential” or “secret” are masked before they leave Outlook.

Read the security & architecture page

In short

What only mailnote does.

1

Human knowledge

Written by the person who was there, not guessed by a summary.

2

On the thread

Attached to the email it's about, not in a document somewhere else.

3

In every mailbox

Anyone who opens the thread sees it, including people added later.

4

It builds up

Customers and projects connect threads, so every email brings what you already know.

5

Where people work

Inside Outlook and Gmail. Nothing new to open, nothing to migrate.

6

Private by design

No email bodies, no AI unless you allow it, EU hosting, your company decides who's in.

Stop losing what was agreed.

Create your company's space, add the pane to Outlook or Gmail, and write your first note on today's most important email.

Create your account Questions? Contact us

The people, companies and emails on this page are made up.