AxoLabsAI Email Agent: Frequently Asked Questions

Everything about our local AI email automation for Gmail: requirements, free trial, licensing, privacy and setup guides.

General & Purchasing

AxoLabsAI Mail Agent is a sovereign, local-first AI executive assistant desktop application for Windows, macOS, and Linux. Unlike typical AI desktop tools that rely on heavy background runtimes or generic wrappers, we built a custom native inference engine based on llama.cpp with native Vulkan acceleration for Windows and Linux (and native Metal for macOS). This purpose-built architecture communicates directly with your GPU hardware, delivering speeds up to 2x faster than generic local runners like Ollama or LM Studio while keeping resource usage exceptionally lean.

The desktop application seamlessly connects this high-speed local engine with your Google Workspace ecosystem (Gmail, Google Sheets, Google Calendar). Backed by private on-device contextual intelligence, the agent intuitively grasps the nuance, urgency, and context behind every incoming communication. It automates high-friction daily operations—such as drafting replies in your personal tone, reconciling PDF invoices directly into a live spreadsheet ledger, executing bulk outreach campaigns, scoring lead readiness, and auto-scheduling calendar meetings—all executing 100% privately on your machine with zero cloud fees.

System & Java Runtime: Java Run Time (JRE 21) or higher is required. You can download JRE 21 for your platform from Eclipse Adoptium (Temurin JRE 21) or Oracle Java 21.

For Single Users: A modern 64-bit computer with at least 16GB system RAM is required. A dedicated GPU with 8GB VRAM (NVIDIA RTX/GTX, AMD Radeon, or Intel Arc) is recommended for fast real-time inference. On macOS, Apple Silicon (M1/M2/M3/M4) runs natively using unified memory (16GB+ RAM recommended). For older Intel Macs or PCs without dedicated GPUs, optimized CPU-only inference is supported (minimum 16GB RAM).

For Multi-User Teams: Only the central host workstation or local server requires a dedicated GPU (8GB to 16GB VRAM) running the inference engine. Team members install the lightweight AxoLabsAI Mail Agent desktop client on their standard laptops and connect over the local network (LAN) to the host server.

Operating Systems: We provide native standalone packages for Windows 10 & 11 (64-bit .exe/.msi), macOS (Apple Silicon M1/M2/M3/M4 and Intel .dmg), and Linux (Ubuntu/Debian .deb and Red Hat/CentOS/Fedora .rpm).

GPU Acceleration: On Windows and Linux, our custom inference engine is accelerated by llama.cpp and Vulkan, natively supporting NVIDIA (RTX & GTX series), AMD (Radeon), and Intel (Arc) graphics cards. On macOS, we provide native Metal acceleration taking full advantage of Apple Silicon's unified memory.

No. Currently, AxoLabsAI Mail Agent is built exclusively for Gmail and Google Workspace accounts. Deep native integration with Google's official OAuth 2.0 APIs allows the agent to securely triage Gmail inboxes, log expenses and income into Google Sheets (AxoLabs AI Workspace), and manage calendar events in Google Calendar without requiring third-party cloud bridges. Outlook and generic IMAP/POP3 providers are not supported.

Your 7-day free trial begins automatically the moment you install AxoLabsAI Mail Agent on your machine. No credit card or upfront payment is required. The trial is fully functional and unrestricted—giving you complete access to all capabilities including email triage, PDF invoice extraction, Google Sheets bookkeeping, bulk outreach, and calendar autopilot so you can verify hardware performance and workflow compatibility before purchasing.

No. Unlike traditional cloud SaaS tools that bill you per seat, per email scanned, or per AI token, AxoLabsAI Mail Agent runs locally on your machine and connects directly to your own Google Workspace account via free official Google APIs. You pay a single one-time lifetime fee for the software and incur zero monthly cloud LLM or inference bills.

Yes. When you purchase a lifetime license, you receive an activation key (e.g., AXO-XXXX-XXXX-XXXX) tied to your machine's unique Hardware ID (HWID). Your license is never permanently locked to a single computer. If you upgrade or switch laptops, you can simply open the in-app Activation screen and click Deactivate to release your seat, and then reactivate your key on your new machine. Multi-seat team licenses allow you to easily manage and reassign seats across team members.

Never. Data sovereignty and privacy are the core foundation of AxoLabsAI Mail Agent. All email analysis, document parsing, lead intelligence, and contextual conversation history remain strictly on your local machine. Built-in sensitive data masking automatically redacts confidential financial details (such as credit card numbers, bank account sequences, and tax identifiers) directly on your device before processing. The only external communication is direct, authorized synchronization with your own Google Workspace account. We never transmit, collect, or store your private data on external servers. Read our full Privacy Policy.

Because we offer a fully featured, unrestricted 7-day free trial so you can thoroughly test hardware compatibility, GPU acceleration, and Google Workspace integrations prior to purchasing, all lifetime license sales are final and non-refundable once completed. We encourage all users to evaluate the software during the 7-day trial before purchasing. See our full Refund Policy.

Installation & Setup Guides

AxoLabsAI Mail Agent is distributed as a native desktop application with pre-bundled runtimes. Please ensure you have Java Run Time (JRE 21 or higher) installed (Download Eclipse Adoptium JRE 21 or Oracle Java 21). No Docker containers, complex command-line setups, or cloud LLM accounts are required.

Windows 10 & 11 (64-bit)
  1. Download the installer (.exe or .msi) from our Downloads page.
  2. Run the installer. If Windows Defender SmartScreen appears, click "More info" and then select "Run anyway".
  3. The app automatically provisions your dedicated workspace directory at C:\axolabsaidesktop\ (or your custom selected install drive).
  4. Launch AxoLabsAI Mail Agent from your Start Menu or Desktop shortcut.
macOS (Apple Silicon & Intel)
  1. Download the appropriate disk image: Mac Silicon (for M1, M2, M3, M4) or Mac Intel (for older Intel Macs).
  2. Double-click the downloaded AxoLabsAI.Mail.Agent.dmg file to open it.
  3. Drag the AxoLabsAI Mail Agent icon into your Applications folder.
  4. Launch the app from Applications. (On first launch, if macOS Gatekeeper flags an unverified developer, right-click the application, click Open, and confirm, or allow it under System Settings > Privacy & Security).
Linux (Ubuntu, Debian, Red Hat, CentOS)
  1. Ubuntu / Debian: Download the .deb package and install it via terminal:
    sudo dpkg -i AxoLabsAI.Mail.Agent.deb
  2. Red Hat / CentOS / Fedora: Download the .rpm package and install it via terminal:
    sudo rpm -ivh AxoLabsAI.Mail.Agent.rpm (or sudo dnf install AxoLabsAI.Mail.Agent.rpm)
  3. The agent automatically creates its runtime directory at /home/<USER_NAME>/axolabsaidesktop/.

AxoLabsAI Mail Agent connects directly to your private Google Workspace using your own free Google Cloud OAuth credentials. You can follow the step-by-step written guide below, or open our comprehensive illustrated documentation on Notion:

Prefer an Illustrated Guide?
Follow our step-by-step visual documentation with full screenshots on Notion:
Google Cloud Bring Your Own Key (BYOK) Notion Guide →
Phase 1: Create Credentials in Google Cloud Console
  1. Access Google Cloud Console: Log in to the Google Cloud Console using your Google account.
  2. Create or Select a Project: Select an existing project or create a new project dedicated to your Google Cloud BYOK setup (e.g., AxoLabs Email Agent).
  3. Enable Required APIs: Navigate to APIs & Services > Library, search for the relevant services, and click Enable:
    • Gmail API (for email reading, classification, and drafting)
    • Google Sheets API (for automated bookkeeping and outreach ledgers)
    • Google Calendar API (for meeting scheduling and reschedule automation)
  4. Configure OAuth Consent Screen:
    • Go to APIs & Services > OAuth consent screen.
    • Select the User Type (Internal if you have Google Workspace organization, or External for standard Gmail).
    • Fill in the required application details: App Name (e.g. AxoLabs Mail Agent) and User Support Email.
    • Save and proceed through the Scopes step. Under Test Users, make sure to add your Gmail / Workspace email address.
  5. Create Credentials:
    • Go to APIs & Services > Credentials.
    • Click + Create Credentials at the top and select OAuth client ID.
    • Choose Desktop App as the Application Type (e.g. name it AxoLabs Desktop Client).
  6. Download Credentials JSON:
    • Once generated, click the Download JSON button to save the file locally.
    • Rename the downloaded file to exactly: credentials.json
Phase 2: Place credentials.json in the Correct Directory

Move the downloaded credentials.json file into the designated application folder based on your operating system:

  • For Windows Users: Copy credentials.json into C:\axolabsaidesktop\credentials.json (or D:\axolabsaidesktop\credentials.json depending on the drive you selected during installation).
  • For Linux Users: Copy credentials.json into /home/<USER_NAME>/axolabsaidesktop/credentials.json
  • For macOS Users: Copy credentials.json into /Users/<USER_NAME>/axolabsaidesktop/credentials.json (or ~/axolabsaidesktop/credentials.json).
Phase 3: Configure AxoLabs Email Agent
  1. Launch AxoLabs Desktop: Open the AxoLabs desktop application on your computer.
  2. Locate Email Agent: Navigate to the AxoLabs Email Agent interface within the application.
  3. Verify Connection: The agent will automatically detect the credentials.json file placed in your axolabsaidesktop directory.
  4. Authenticate: Follow the on-screen prompt to complete the OAuth browser authorization when prompted by AxoLabs Email Agent to grant access to Gmail, Sheets, and Calendar.

Managing your lifetime license or free trial is simple and fully managed within the desktop application:

1. Automatic 7-Day Free Trial

The moment you install and launch the application, your 7-day unrestricted trial starts automatically. No activation key or credit card is required to begin.

2. Activating Your Lifetime License
  1. After purchasing, you will receive your unique license key (format: AXO-XXXX-XXXX-XXXX) via email.
  2. Open AxoLabsAI Mail Agent and click the Activation tab in the navigation menu.
  3. Your machine's unique Hardware ID (HWID) will be shown. You can click Copy ID if needed.
  4. Paste your activation key into the input field and click Activate License. The app will immediately verify your license with zero downtime.
3. Transferring to a New Computer

Licenses are not locked to obsolete hardware. If you buy a new computer or switch workstations:

  1. Open the Activation screen on your current computer and click Deactivate Seat.
  2. Your seat is released immediately on our licensing server.
  3. Install AxoLabsAI Mail Agent on your new computer, enter your license key, and activate instantly.

Video Tutorials

Our official installation video for Windows, macOS, and Linux will be published soon. Preview placeholder below:

Watch our step-by-step visual guide on setting up OAuth Consent Screen, generating credentials.json, and linking Google Sheets. (You can also follow our Illustrated Notion Guide).

A short video walkthrough demonstrating Hardware ID (HWID) detection, lifetime key activation, and seamless 1-click deactivation when migrating to a new computer.

A short video walkthrough demonstrating the capabilities of our product.