The best email parsing software in 2022 | Zapier (2023)

Your inbox has more than messages—it's full of data. This is particularly true if you're running a business. Maybe your leads come in via email, maybe that's where certain invoices end up, or maybe it's where all your onboarding survey results go.

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Automate your email parsing

But you can't do much with this data if it's buried in your inbox. Receipts are more useful in your bookkeeping software, for example. Contacts are more useful in your CRM. While you could manually copy all that information over, especially if there are only a handful of relevant emails, it's still an annoying bit of work—and definitely doesn't scale to dozens or even hundreds of emails a day.

This is where email parsing tools come in. These tools do the work for you, grabbing information from your inbox and organizing it in such a way that other apps can make use of it.

The best email parsing software

  • Mailparser for quickly setting up powerful email parsing rules

  • Email Parser by Zapier for an entry-level parser for Zapier users

  • Email Parser for a native Windows email parsing tool

  • Parseur for advanced users and for parsing email attachments

  • SigParser for scraping email signatures

What makes great email parser software?

How we evaluate and test apps

All of our best apps roundups are written by humans who've spent much of their careers using, testing, and writing about software. We spend dozens of hours researching and testing apps, using each app as it's intended to be used and evaluating it against the criteria we set for the category. We're never paid for placement in our articles from any app or for links to any site—we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog.

There are only a dozen or so true email parsers available, so I tested every one I could get my hands on and selected the best. I've been testing and reviewing automation software for over a decade, so I have a lot of experience evaluating apps like this. The best email parsing apps meet the following criteria (and some go above and beyond).

  • They extract specific information from your email and its attachments. This can be done using custom rules, using templates offered by the app itself, or in some cases, by automatically scanning all incoming emails for particular data.Accuracy is important here as you need your email parser to reliably grab the data you want every time.

  • They're easy, or at least manageable, to set up. You could, with enough time or resources, build custom scripts to do this job for you. Email scraping services mean you don't have to, so the best ones need to be user-friendly—or at least as user-friendly as an email parser can be. They're still powerful, extremely customizable apps, and familiarity with features like regex and basic data processing will go a long way toward making your experience less overwhelming, even with the easiest apps to use.

  • They put that data where you want it. Some people are going to want to download a spreadsheet every now and then, and most of the apps in this category offer that. The best ones, though, can send data to the other applications you already use.That way, your receipts can be sent straight to your accounting software, or your new clients' contact details can be added to your CRM and mailing list automatically.

  • They're nice to use. Specialized tools like email parsers are often built with a technical end user in mind—which means many apps skimp on things like onboarding and a nice user interface. While not essential, helpful tips, tutorials, and an inoffensive interface make the best email parsers a little more pleasant to use.

In some cases, I found apps that offered similar features and quality at different price points, and in those instances, I favored the more affordable or easier-to-use option. Here are the apps I think worked best.

Why parse email? Email parsers vs. email rules

Most email services, like Gmail and Outlook, have some kind of automated rules system that you can use to filter and sort emails. The difference between dedicated email parsers and these rules comes down to one key distinction: Gmail and Outlook can sort your emails based on their contents, while an email parser can directly sort the contents.

For example, with Gmail, you can automatically tag all emails that contain invoices, so you can send them to your accountant at the end of the year. With an email parser, you can pull out the date sent, the invoice number, and the date it was paid out—and, with the help of an app like Zapier, add that to a spreadsheet, and have it automatically sent to your accountant on the second Tuesday of every month.

Many people are probably fine with the built-in automation of their email service, but if you run a business, need to process the data that's actually in your emails, or just have a huge volume of emails that needs to be dealt with, then an email parser is definitely for you.

Best email parser for quickly setting up powerful rules

Mailparser (Web)

The best email parsing software in 2022 | Zapier (1)

Email parsing isn't simple, exactly—you need to tell a computer how to look at an email and pull out the exact bits of data you want. Mailparser is pretty good at making the process seem simple, and that's impressive.

You set up an inbox, which has its own custom email address. Forward a few emails to that address, and Mailparser will guess which information you might want to pull out. It's not going to be perfect every time, obviously, but if you're trying to extract something logical and formulaic like a receipt, it does a pretty good job on its own. If not, you can create your own rules.

Mailparser can parse the subject, body, recipients, and headers for every email. It can also parse attachments—PDF, XLS, CSV, TXT, and XML files can all be scraped. But to me, the stand-out feature here is how straightforward the user interface is. I looked at quite a few email parsers, and an intuitive interface is by no means a given. If you've never used an email parsing service, and don't know how to get started, this is the tool you should check out first. It makes processing simple emails easy, and it still has the power and customizability to handle more complex parsing.

Mailparser integrates with Zapier, which means you can send the parsed data to thousands of apps as soon as the emails come in. For example, you could add things to a Google Sheet, create new subscribers in Mailchimp, or even get notifications about new scraped emails in Slack.

Create New Mailchimp Subscriber from Mailparser Processed Email

Create New Mailchimp Subscriber from Mailparser Processed Email

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(Video) How to use Zapier email parser to automate almost anything
  • The best email parsing software in 2022 | Zapier (2)
  • The best email parsing software in 2022 | Zapier (3)

Mailchimp, Mailparser

Mailchimp + Mailparser

Mailparser pricing: Free for 30 emails/month; from $39.95/month for the Professional plan for 500 emails/month

Best entry-level email parser for Zapier users

Email Parser by Zapier (Web)

The best email parsing software in 2022 | Zapier (6)

This is a Zapier product in a Zapier blog post, so I understand if you're skeptical about my ability to be neutral. But I'm not going to pretend this is the most powerful email parsing tool here—and if you don't need the other solutions Zapier offers, it might not be right for you. But if email parsing is just one of many automations you'll use, it gets the job done. If you're already paying for Zapier, even better.

Get started with Email Parser by Zapier, and you can set up as many mailboxes as you want, each with its own @robot.zapier.com email address. You can forward emails to that address, either manually or using something like Gmail's filter system. Send a few sample emails, then highlight and name the information you'd like to scrape from future emails. You won't find many advanced features here—you can't scrape the contents of email attachments, for example.

Then you'll set up a Zap, our term for an automated workflow, which is what will send that information to whatever other app you want—you can choose from thousands of apps. A few examples: send information from your email to a spreadsheet, add new contacts to a Mailchimp list, or create a Google Calendar event based on information in the email.

Store new parsed emails in Google Sheets rows

Store new parsed emails in Google Sheets rows

Try it

  • The best email parsing software in 2022 | Zapier (7)
  • The best email parsing software in 2022 | Zapier (8)

Email Parser by Zapier, Google Sheets

Email Parser by Zapier + Google Sheets

(Video) How to Parse Emails with Zapier

Parse email addresses from an email and add to a Mailchimp list

Parse email addresses from an email and add to a Mailchimp list

Try it

  • The best email parsing software in 2022 | Zapier (9)
  • The best email parsing software in 2022 | Zapier (10)

Email Parser by Zapier, Mailchimp

Email Parser by Zapier + Mailchimp

Email Parser by Zapier pricing: Included with all Zapier plans.

For a walkthrough of how to use Email Parser by Zapier, take a look at our email parser guide.

Best native Windows email parsing tool

Email Parser (Windows, Web)

The best email parsing software in 2022 | Zapier (13)

Email Parser doesn't hold your hand: there's no wizard guessing what you want to parse, which means you need to set up all the rules yourself. It's not going to be easy, but the tradeoff is power that's not offered by other apps.

In part, this is because Email Parser is available as an actual Windows application. It also connects directly to Gmail, Exchange, and POP/IMAP servers, instead of relying on you to forward messages to a custom address like most other email parsers.

Running on Windows has one obvious advantage: support for local files. The app can push email data directly to an Excel spreadsheet, CSV file, or even text document on your computer—no cloud storage necessary. There's also support for local PowerScript and C# scripting, meaning there's no limit to what you could do with the data that you parse if you have some coding ability.

There's also a web version: it offers the option of a custom mailbox you can forward emails to, the way services like Mailparser work. The web version doesn't quite compare well to some of the other apps here, but it's nice to have the option—particularly if you prefer the more detailed approach to creating rules offered by Email Parser.

Email Parser pricing: Web app for $24/month; Windows app for $79/year.

Best email parser for advanced users and processing attached documents

Parseur (Web)

The best email parsing software in 2022 | Zapier (14)

(Video) Introduction to Email Parsing Software mailparser.io

Parseur is, in many ways, an upgrade pick to Mailparser. It's just as easy to use, has an even nicer UI, and even stands out in one key way: the sheer number of attachment file formats it can scrape. If you get a lot of receipts that are (inexplicably) sent as word processor documents, this is the tool you need to try. Parseur can extract data from every file type that Mailparser can, but it also supports word processing formats like DOCX, ODT, RTF, Apple Pages, and even WordPerfect (for some reason).

And there are a few other things here not offered by similar tools. There's post-processing support, for example, using Python scripts (at a higher price point). A Chrome extension allows you to parse websites, in addition to emails. And there are templates for processing emails from common services, including Google Alerts, job listings, property bookings, and food orders.

You can integrate Parseur with Zapier, allowing you to send scraped data from your email to thousands of apps. You could, for example, create Google Calendar events or Mailchimp subscribers, automatically, when new emails come in.

Add email data parsed by Parseur to Google Sheets

Add email data parsed by Parseur to Google Sheets

Try it

  • The best email parsing software in 2022 | Zapier (15)
  • The best email parsing software in 2022 | Zapier (16)

Google Sheets, Parseur

Google Sheets + Parseur

Add MailChimp subscribers from Parseur parsed email data

Add MailChimp subscribers from Parseur parsed email data

Try it

  • The best email parsing software in 2022 | Zapier (19)
  • The best email parsing software in 2022 | Zapier (20)

Mailchimp, Parseur

(Video) eMail Parser Software Tool

Mailchimp + Parseur

The downside: Parseur is more expensive than the alternatives, especially for lower volumes of email processing. That might be worthwhile, depending on your needs, so try Parseur out before you decide on a service. Don't let the pseudo-French name turn you off entirely.

Parseur pricing: Free for 20 documents a month; from $99/month for the Starter plan with up to 1,000 documents/month

Best email parser for automatically scraping email signatures

SigParser (Web)

The best email parsing software in 2022 | Zapier (21)

SigParser is the most specialized of all the tools here: it focuses exclusively on the contact information in emails and email signatures. But think about the value in that—most emails have signatures, meaning there's all sorts of contact information in your inbox that you never even think about.

You could copy and paste that contact information into your address book or CRM of choice, but with SigParser, you don't have to. The free version of SigParser reviews the most recent 90 days of your emails—you can pay a one-off fee to go back further. Or you can sign up for a monthly subscription, and the app will scan new emails as they come in, meaning all of the contact information in your inbox is automatically grabbed. You can then send this info to your CRM, address book, or anywhere else it might come in handy.

You could, in theory, use any of the tools here to scrape contact information, but it would take some work. Contact information can be presented in an email in lots of different ways, and everyone's email signature is a little bit different—simple rules just aren't enough to consistently parse it. This app is made for one job, and in my tests, it did an admirable job pulling contact information from a variety of different emails and signatures. It may seem like a simple thing, but it's potentially game-changing if your business depends on following up with possible customers.

You can also integrate SigParser with Zapier, allowing you to send scraped contact information to thousands of apps, including Mailchimp and Constant Contact.

Add subscribers in Mailchimp from new contacts in SigParser

Add subscribers in Mailchimp from new contacts in SigParser

Try it

  • The best email parsing software in 2022 | Zapier (22)
  • The best email parsing software in 2022 | Zapier (23)

Mailchimp, SigParser

Mailchimp + SigParser

SigParser pricing: Free to process the last 90 days of your emails. From $19/month (billed annually) for the Individual plan, which processes emails daily.

This article was originally published in January 2021 and has since had contributions from Harry Guinness. The most recent update was in April 2022.

FAQs

Is Zapier email parser free? ›

We'll use Zapier's Email Parser—a free tool to copy text out of your emails. If you use another email parsing tool, these directions will still apply—the basics work the same in every app, and once you know how to parse one email, you know how to parse them all. Onwards.

What is an email parsing tool? ›

An email parser is a type of software application used for data extraction from incoming emails. A parsing API extracts text data from the email header and body. It can also parse information directly from email file attachments like PDF documents, CSV files, and MS Office files.

What is Zoho email parser? ›

What is an email parser? An email parser analyzes incoming emails to extract data that is then used to automate the process of adding records to Zoho CRM. The email parser will extract the leads' information and upload it directly to your CRM records.

How do I parse an email in Outlook? ›

How to extract specific data from Outlook emails
  1. Step 1: Sign up for Parseur and create your mailbox. Create my Parseur account. ...
  2. Step 2: Forward your emails to your Parseur mailbox. ...
  3. Step 3: Highlight the data that you want extracted. ...
  4. Step 4: Download or Export parsed data to Microsoft Flow.

How much is Zapier monthly? ›

Zapier Pricing
NamePrice
Free$0per month
Starter$19.99per month
Professional$49per month
Team$299.00 Request Demo
1 more row

Can Zapier parse email? ›

Zapier lets you connect Email Parser by Zapier with thousands of the most popular apps, so you can automate your work and have more time for what matters most—no code required.

How do you parse emails in Gmail? ›

How to extract specific data from your Gmail
  1. Step 1: Create your free Parseur account. ...
  2. Step 2: Forward select Gmail emails to Parseur. ...
  3. Step 3: Teach Parseur which data needs to be extracted. ...
  4. Step 4: Automate forwarding of your Gmail emails to Parseur. ...
  5. Step 5: Send extracted data to your favorite app.

How do you scrape by email? ›

How to Scrape Emails Only in Just 3 Steps?
  1. Step - List the Websites You Want to Scrape. Visit the Outscraper Email Scraper service on dashboard. ...
  2. Step - Start the Email Scraping Task. Tag your task to identify on the list. ...
  3. Step - Download the Results​ Results will be listed on the Tasks Page sorted by date.
11 Nov 2021

How does an email parser work? ›

An email parser works by using information and criteria that you supply to it. You tell it what keywords or terms to search for. Then, it looks for and parses data fields from places like email bodies, sender details, email footers, etc. It does this on your rules and terms.

How do I create an email parser in Zoho? ›

Zoho CRM Email Parser - YouTube

How do I set up BCC in Zoho? ›

Click Setup > Channels > Email > BCC Dropbox.
...
Send Emails Using BCC Email Address
  1. Go to your mail account and compose an email to your customer.
  2. In the To field, enter your customer's email address.
  3. In the Bcc field, specify the BCC Dropbox email address. ...
  4. Send your email to the customer(s).

How do I parse an email in Excel? ›

How to Extract Email to Excel
  1. Step 1: Create a New Parser Inbox. ...
  2. Step 2: Send Some Test Emails to the Parser. ...
  3. Step 3: Teach the Parser How to Read Your Emails. ...
  4. Step 4: Have Your Emails Automatically Forwarded to the Parser. ...
  5. Step 5: Start Putting Your Parsed Data to Work.

How do I parse an email with power automated? ›

Parse email body to excel using Power automate
  1. Step 1: Create an Excel table. ...
  2. Step 2: Create a Flow. ...
  3. Step 3: When an email arrives. ...
  4. Step 4: Html table to text. ...
  5. Step 5: Add content to the excel table. ...
  6. Step 6: Run the Flow.
14 Nov 2021

How can I get Outlook emails into Excel? ›

Export Outlook Emails to Microsoft Excel
  1. Go to File and select Open & Export. ...
  2. Choose Import/Export.
  3. Choose Export to a file, then select Next.
  4. Choose Microsoft Excel or Comma Separated Values, then select Next.
  5. Choose the email folder from which you want to export messages, then select Next.
4 Dec 2020

Can I use Zapier for free? ›

Zapier offers a free level of service, albeit with some limitations. With this account, you can perform up to 100 tasks per month, but you can only have five Zaps active at any given time.

What is Zapier best for? ›

Zapier is a tool that automates tasks between different software applications. It allows anyone to create integrations between separate apps and build workflows, which are sequences of tasks. These workflows execute tasks automatically so you can put your focus elsewhere.

What is Zapier good for? ›

Zapier is a tool that helps you automate repetitive tasks between two or more apps—no code necessary. When an event happens in one app, Zapier can tell another app to perform (or do) a particular action.

How do I use Zapier email parser? ›

Email Parser By Zapier
  1. Signup and Create Your First Mailbox. Signup and create your first mailbox with an email address (ex: shipping123@robot.zapier.com). ...
  2. Highlight and Name Text. Simply highlight and name the text that you want to extract from future emails matching the template.
  3. Extract Parts of Your Email. ...
  4. Celebrate!

What is looping by Zapier? ›

You can use Looping by Zapier to run an action or set of actions more than once. Any action that follows a looping step will run once for each set of values input into a Create Loop step. Example. You have a list of email addresses to add to your contact list, but each Add Contact action will only add 1 contact.

How do I create a Zapier email? ›

Here's how to set it up:
  1. Click the button above to use our template or click any Create Zap button you find in Zapier. ...
  2. Name your custom inbox.
  3. Add a forwarding address in Gmail and create a filter.
  4. Send a test email to your new inbox.
  5. Connect and customize your Slack.
  6. Test your Zap and begin using it.
21 Apr 2021

How do I parse emails in Gmail? ›

How to extract specific data from your Gmail
  1. Step 1: Create your free Parseur account. ...
  2. Step 2: Forward select Gmail emails to Parseur. ...
  3. Step 3: Teach Parseur which data needs to be extracted. ...
  4. Step 4: Automate forwarding of your Gmail emails to Parseur. ...
  5. Step 5: Send extracted data to your favorite app.

How do you parse the email body in power automate? ›

Parse email body to excel using Power automate
  1. Step 1: Create an Excel table. ...
  2. Step 2: Create a Flow. ...
  3. Step 3: When an email arrives. ...
  4. Step 4: Html table to text. ...
  5. Step 5: Add content to the excel table. ...
  6. Step 6: Run the Flow.
14 Nov 2021

How does Zapier integrate with Gmail? ›

How Gmail + Zapier Integrations Work
  1. Step 1: Authenticate Gmail and Zapier.
  2. Step 2: Pick one of the apps as a trigger, which will kick off your automation.
  3. Step 3: Choose a resulting action from the other app.
  4. Step 4: Select the data you want to send from one app to the other.
  5. That's it!

How do I extract data from the body of an email in Excel? ›

How to Extract Email to Excel
  1. Step 1: Create a New Parser Inbox. ...
  2. Step 2: Send Some Test Emails to the Parser. ...
  3. Step 3: Teach the Parser How to Read Your Emails. ...
  4. Step 4: Have Your Emails Automatically Forwarded to the Parser. ...
  5. Step 5: Start Putting Your Parsed Data to Work.

Does Gmail have an API? ›

The Gmail API is a RESTful API that can be used to access Gmail mailboxes and send mail. For most web applications the Gmail API is the best choice for authorized access to a user's Gmail data and is suitable for various applications, such as: Read-only mail extraction, indexing, and backup.

How do I pull all email addresses from Gmail? ›

Click "The Group" and select the group you wish to extract from the drop-down menu. You can choose "My Contacts," "Most Contacted" or any of the custom groups you have created. Alternatively, click "All Contacts" to extract all contacts.

How do I convert text to Power Automate in HTML? ›

First, convert and then format.

The “HTML to text” action will convert the value that you can refer to in any part of your Flow. This is important because, in the future, you may want to convert the text before you do the formatting, so you have the division of work done already.

How do you split in Power Automate? ›

Power automate split string by space

In the Power Automate, select the Manually triggered flow, and then click on the next step. Select initialize variable action and then set the variable name, type as string, and value. Now click on Save and run the Flow manually. We can see the result in the Compose output.

How do you use RegEx in Power Automate? ›

Office Scripts in Power Automate (The Free Solution)
  1. 1.1 Create the Office Script. Fig. 1.1 - Go to Office.com and click the Excel icon. ...
  2. 1.2 Call the RegEx Office Script from Power Automate. Having created the Office Script in Part 1, the script can be called Power Automate. Fig.

How do I use Zapier email parser? ›

Email Parser By Zapier
  1. Signup and Create Your First Mailbox. Signup and create your first mailbox with an email address (ex: shipping123@robot.zapier.com). ...
  2. Highlight and Name Text. Simply highlight and name the text that you want to extract from future emails matching the template.
  3. Extract Parts of Your Email. ...
  4. Celebrate!

How do I set up my Zapier email? ›

Here's how to set it up:
  1. Click the button above to use our template or click any Create Zap button you find in Zapier. ...
  2. Name your custom inbox.
  3. Add a forwarding address in Gmail and create a filter.
  4. Send a test email to your new inbox.
  5. Connect and customize your Slack.
  6. Test your Zap and begin using it.
21 Apr 2021

How do I convert an email to Google Sheets? ›

export any information in your emails to Google Sheets with cloudHQ

Videos

1. Email Parser to GoHighLevel - Extract Data from Email & Add in GoHighLevel Automatically
(Pabbly)
2. How to use the Email Parser by Zapier
(Zapier Tutorials)
3. Parsing Emails with Zapier
(LeadMaster)
4. Bypass ERROR in "Type Email and Password" on Google Account Manager
(GSM-ABC)
5. Export to Emails to Google Sheets easily with this email parser
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6. Using the Zapier Parser to automate emails
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