The email that proves your case
left with the person who sent it.
Project email is where most construction disputes are actually decided, and it is almost always the worst-kept record on the job. It lives in individual inboxes, it leaves when people leave, and by the time anyone needs it nobody can show it has not been edited. XO Mail is being built as a correspondence vault: capture into the project, preserve the original bytes, and propose where each thread belongs using rules somebody can read.
"The system inferred it" is a weak answer
Two things decide whether captured correspondence is worth anything in a dispute: whether you can show it has not changed, and whether you can explain why it was filed where it was.
The store is checked, not assumed
The capture path does not assume the storage bucket is immutable. It inspects the bucket, confirms object-lock retention is genuinely enforced, and declines to proceed if it cannot confirm that. Captured originals can be re-verified later.
Filing comes from rules, not a model
When XO Mail proposes where a thread belongs, that proposal comes from deterministic rules. Every filing decision can be explained by pointing at a rule someone can read.
A correction becomes the next rule
When a reviewer rejects a proposal, the correction is written back as a new rule. "Here is the rule, seeded by this person on this date" is a far stronger answer than "the system inferred it".
What a defensible record changes
The original bytes are preserved, and the capture path refuses to proceed if object-lock retention cannot be confirmed.
Every filing decision traces to a readable rule rather than to an inference nobody can reconstruct.
A rejected proposal becomes a new rule, so the system gets more explainable as it is corrected.
Capture, file, defend
Built for the commercial and contracts buyer, who is usually the one holding the argument.
Four ways correspondence arrives
The one that changes behaviour is the Outlook add-in, because it files at the moment of sending rather than asking somebody to remember later.
- Outlook add-inFiled by the sender at the moment of sending, which is the only reliable moment
- Provider journalingA signed raw feed into intake addresses
- Mailbox sync and Aconex bindingConnected mailboxes reconciled on a schedule, and Aconex pulled per project binding in both directions
Rules you can read, not a model you cannot
There is deliberately no classifier model behind the proposals. That is a design decision, not a gap: an inference cannot be produced in a dispute, and a rule can.
- Deterministic proposalsFiling proposals come from rules, not from a model
- Corrections seed rulesRejecting a proposal writes the correction back as a new rule
- Explainable in a disputeEvery filing decision can be traced to a rule and to the person whose correction created it
Where the evidence value actually sits
Capture and filing are useful. The evidentiary capability, and the reason a commercial team buys this, sits at the top edition.
- Core: view and linkView correspondence and link threads to the things they are about
- Pro: review and classifyAdds review of filing proposals, classification and mailbox administration
- Enterprise: send, retain, exportAdds sending, intake administration, retention and legal hold, and evidence export
Where XO Mail sits
A correspondence layer beneath the apps that argue about what was said. Not yet in service.
XO RFI
Already writes its correspondence through XO Mail's service layer, so an RFI-led account has the data model in use before anyone buys the app.
XO Integrations
Owns the provider connection and mailbox primitives. XO Mail holds the conversation and what it means, not the transport.
The project record
Threads link to the things they are about, so correspondence sits with the work rather than beside it.
Frequently asked questions
Is XO Mail available today?
It is deployed but not yet in service. Inbound requests fail closed because the signing secret is not set, the mail tables hold no records, and evidence-grade capture is off by default. This page describes intended capability.
Does XO Mail use AI to file email?
No. There is no classifier model. Filing proposals come from deterministic rules, and a rejected proposal is written back as a new rule. That is deliberate: in a dispute a rule can be produced and an inference cannot.
How do you show a captured email has not been altered?
The capture path inspects the storage bucket, confirms object-lock retention is genuinely enforced, and declines to proceed if it cannot confirm it. Captured originals can be re-verified afterwards.
Which edition do we need?
Capture and filing are Core and Pro. Sending, intake administration, retention and legal hold, and evidence export are all Enterprise, so anyone buying XO Mail for its evidentiary value is buying Enterprise.
Does XO Mail feed the platform audit record?
No. It publishes no platform events and participates in no ledger, and we make no claim that it does.
Are links from a thread to other records guaranteed?
Not today. The link is an unconstrained reference without a foreign key, so treat it as a pointer rather than a guarantee that the target still exists.
Stop losing the email that proves it
See how correspondence is captured, filed and defended, and what still has to happen before it is in service.