You get an email from the architect at 3:47pm on a Thursday: "Please send the updated designs by Wednesday and schedule the review meeting for Thursday."
Two tasks. Clear deadlines. You read it. You intend to action it. Then a subcontractor calls about tomorrow's pour, and by the time you're done, the email is buried under fourteen others.
Wednesday arrives. The designs weren't sent. The architect calls. You open your inbox, scroll back to Thursday, find the email, and realise you never created the tasks.
This happens on every construction project. Not because PMs are disorganised — because email and task systems are completely disconnected. Work arrives in one place and needs to be manually transferred to another.
Maya fixes that.
What Maya Does
Maya is Convoe's email-to-task AI. It reads incoming emails — client requests, vendor invoices, consultant instructions, internal asks — and creates tracked tasks automatically.
No copy-paste. No manual entry. No hoping you'll remember to action it later.
When a client emails "please send the revised drainage spec and confirm the pour date by Monday," Maya creates:
- Task 1: Send revised drainage spec — due Monday
- Task 2: Confirm pour date with client — due Monday
- Both linked to the original email thread with full context
The tasks appear on your Convoe board alongside everything Tai creates from chat. One unified view of all your commitments — regardless of where they originated.
The Construction Email Problem
Construction PMs live in their inbox. Client instructions arrive via email. Architect revisions come via email. Vendor quotes, invoices, insurance certificates, variation requests — all email.
And none of it is connected to your task system.
The result is a manual bridging exercise that consumes hours every week:
- Read email
- Decide if it's actionable
- Open your PM tool
- Create a task
- Copy the relevant details
- Set a deadline
- Assign someone
- Go back to the email
Multiply that by 30-50 actionable emails per week across 3-5 active projects, and you're looking at 5-8 hours of pure admin — just moving information from one system to another.
That's before you count the ones you miss. The ones that arrive at 4pm on a Friday and don't get actioned until the following Wednesday. The ones where the deadline was mentioned in paragraph three of a four-paragraph email and you didn't catch it.
How Maya Works
Maya monitors your connected email and applies the same intelligence as Tai — but to your inbox instead of your chat.
Email-to-Task Conversion
When an email contains an action item, Maya creates a task:
- Client email: "Can you get the waterproofing variation priced by end of week?" → Task created, assigned to PM, due Friday, linked to email
- Vendor invoice: "Invoice #4821 for December materials — payment due in 30 days" → Task created, PDF attached, assigned to accounts
- Architect instruction: "Updated window schedule attached — please confirm dimensions with the fabricator before ordering" → Task created, attachment linked, assigned to site coordinator
- Internal request: "Update the onboarding docs? New compliance section needed before next Monday" → Task created, due Monday, posted to documentation channel
Smart Drafting
Maya doesn't just read — it helps you respond. It drafts email replies based on your workspace context and task updates.
When a client asks "what's the status on the facade variation?" Maya can draft a response that pulls the current task status, the latest conversation context, and the timeline — without you having to look it up.
You review, adjust if needed, and send. The response is accurate because it's based on actual project data, not your memory of where things stand.
Follow-Up Reminders
The quietest killer on construction projects: unanswered emails that slip through.
Maya tracks emails that need responses and haven't received them. Before a thread goes cold — before the architect follows up asking why you haven't responded — Maya flags it.
"This email from the structural engineer (sent Tuesday) hasn't been responded to. It contains a question about the footing reinforcement spec. Would you like to respond?"
The follow-up happens before the consequence does.
Attachment Handling
Construction emails are full of attachments. Specs, drawings, invoices, certificates, photos. In a traditional workflow, these sit in your email until someone manually downloads and files them.
Maya attaches files from emails to the relevant tasks automatically. When the architect sends a revised drawing, it's attached to the task, visible in the project channel, and accessible to the team — without anyone downloading, renaming, or uploading it to a shared drive.
Maya in Practice: A Construction PM's Week
Monday 7:00am — PM opens Convoe. Maya created 4 tasks over the weekend from client and consultant emails. Two are urgent (deadline this week). PM reviews and confirms assignments.
Monday 10:30am — Quantity surveyor emails a revised cost plan with three items requiring sign-off. Maya creates three approval tasks, each with the cost plan attached, assigned to PM with notes extracted from the email.
Tuesday 2:15pm — Client emails asking for a progress update. Maya drafts a response pulling from the latest task completions and site activity. PM reviews, adjusts one sentence, sends.
Wednesday 8:00am — Maya flags: "Email from structural engineer (sent Monday) has not been responded to. Contains a question about the retaining wall specification." PM responds before it becomes a delay.
Thursday 4:45pm — Vendor sends an invoice for the steel delivery. Maya creates a payment task, attaches the PDF, assigns to the accounts contact, sets due date from the payment terms.
Friday 3:00pm — PM reviews the week. Every email that needed action was tracked. No threads lost. No follow-ups missed. No Friday afternoon scramble to figure out what fell through.
Email + Chat + Documents = Complete Coverage
Maya handles email. Tai handles chat. Workflows handles structured documents.
Together, they cover every channel where construction work originates:
| Source | AI | What Happens |
|---|---|---|
| Site chat messages | Tai | Tasks created from team conversations |
| Client/consultant emails | Maya | Tasks created from email instructions |
| SWMs, SOPs, OH&S forms | Workflows | Documents become guided chat completion |
One task board. One view. Every commitment tracked regardless of where it came from.
This matters because construction work doesn't arrive through a single channel. Instructions come via chat, email, phone, and in-person conversations. The PM's job has always been to manually bridge all of these into a task system. Maya, Tai, and Workflows automate that bridging.
The Privacy Question
Your email contains sensitive information. Client contracts. Financial details. Personal communications.
Maya only processes emails you connect to your Convoe workspace. It doesn't access your entire inbox. You control which email accounts and which folders Maya monitors. And the processing happens within your workspace — email content isn't shared with other team members unless you choose to surface it.
Task creation is the output. The email content stays in your inbox.
Getting Started With Maya
Maya is included in every Convoe plan. Connect your email account, and Maya starts reading for action items immediately.
The setup takes under five minutes:
- Connect your email account in Convoe settings
- Choose which folders Maya monitors (inbox, specific labels, all)
- Maya starts creating tasks from actionable emails
- Review and adjust assignments as needed
No migration from your current email. No changing how clients or consultants communicate with you. They keep sending emails. Maya turns those emails into tracked work.
If you're managing construction projects and your inbox is where tasks go to die — Maya brings them back to life.