Recently Updated on October 1st, 2021
The Complete Guide to Email Parsing
Emails are an integral part of all businesses today, with over 80% of small and medium-sized companies using email for customer acquisition and retention. Not only that, businesses generate emails from order confirmations, online subscriptions, and automated alerts. All incoming emails contain essential information that can help to grow a business.
Keeping this data in your email inbox is never ideal: think of the hours spent sorting through incoming emails on top of all other business functions. In this guide to email parsing, learn how this type of software app can save you time and resources by automatically parsing data from all incoming messages arriving in your email inbox.
What is an Email Parser?
A Tool to Quickly Extract Text & Data From Emails
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.
The parsed data then feeds into workflow automation applications like Salesforce to avoid manual data entry. Email parsing is an easy way to automate your business processes, and it integrates seamlessly into numerous CRM applications.
How Do Email Parsing Tools Work?
An email parsing software is programmed to look for specific terms and keywords in every email at its core. After the initial setup of creating your parsing rules, the parsing tool will then capture and extract important text information automatically from each incoming email – making it much easier to find exactly what you’re looking for.
Instead of manually searching your Gmail inbox, or any other email mailbox, for keywords, names or document titles, the extracted data is collected and delivered in a usable plain text format. An email parser helps declutter your inbox and free up more time for other business activities like lead generation and marketing.
Why is Email Parsing Software Important?
Save Time & Money with Automated Email Scraping
For businesses that receive a large number of emails every day, email parsing software can be a massive relief in terms of time and resource management. With automated email parsing, staff members no longer need to manually scour through all emails for easily overlooked details due to human error. For example, searching and copy-pasting information like customer names, phone numbers, email addresses, locations, etc., can lead to serious data entry errors.
With email parsing software, you can rest easy knowing that the API is doing a great job of automatically collecting these pieces of data for you, meaning no more manual data entry.
Is Email Parsing Like Web Scraping?
Email parsing and web scraping share some similarities. For example, both types of software use machine learning to process data. They can extract information such as names, titles, contact information, and any other data types that you choose.
Email Parsing VS Web Scraping
However, the key difference between email parsing and web scraping is where the API gets the data from. An email parser specifically extracts text data from emails, while a web scraper extracts text data from websites. In the same way an email parser can read your incoming emails for specific information, a web scraper does the same for web HTML pages.
The 5 Benefits of Email Parsing
There are five key benefits of email parsing for every business, regardless of size or industry. These benefits are:
- Workflow Automation
Any software that automates business processes is invaluable to a company. When less time and human resources go into manual processes, the margins of error in data entry significantly reduce.
Email parsing automatically gathers data from all incoming emails, even from multiple email addresses, and feeds into your CRM. Simply choose the required field of data you want to extract, and leave the email parser to do the rest.
- Save on Employee Costs
Believe it or not, manual data entry costs a lot more than you may think. A dedicated data entry employee is slow, expensive, and error-prone compared to an automated data extraction API tool. If employees take on tedious email data entry tasks, their other work assignments may suffer greatly (especially employees in IT, marketing, or customer service).
When you have automated email parsing software, you don’t have to hire data entry staff or assign these tasks to your other employees. And remember, email parsing works nonstop for 24 hours every day, so even a paid parsing software will return your investment in no time.
- Faster Processing Times
Email parsing is a fully automated process, so your parsing software will continue running even if you or your employees are unavailable. Emails still flow into your business when you are out of the office for different reasons, such as vacation time, sick leave, or attending conferences.
With email parsing, you will have fewer email backlogs to deal with, and the extracted data will automatically link to your CRM. An automated email mailbox means you can work remotely or reassign duties without missing a step in your overall business processes.
- Better Quality Assurance
When you use an email parser to automate data extraction, all your data is 100% accurate as it flows from your incoming emails into your CRM or other business applications. For example, if you process hundreds of orders from different platforms every day, such as a restaurant listed on multiple food apps, the amount of customer data can be overwhelming.
Not even the best manual data entry expert can be 100% accurate, and a mistake, in this case, can wreak havoc on your ordering and delivery systems. With email parsing, data like customer contacts, items ordered, and delivery locations can become available directly to the delivery team.
Your email parsing software will always render complete, accurate data to your specifications. This means that your business will be consistently reliable to give exactly what the customers need every time.
- Better Workload Management During Peak Seasons
Many companies are constantly overwhelmed during holidays like Easter weekends, Christmas, Thanksgiving, and New Year’s, or when they offer discounts for special days like Black Friday or the Fourth of July. Some businesses may also peak in the summer or winter, depending on the type of products they offer.
Email parsing can help to manage the increased workflow by extracting data from all incoming emails, so you and your team can focus on keeping your customers happy. Since you set your own rules as you set up your email parsing API, you can target emails specifically related to your offers and promotions to integrate with the CRM of your choice.
You can meet deadlines, allocate resources and balance your workflow with the same great team you work with during off-peak times.
Automate your Business with Email Parsing
What can you do with extracted email data?
Let’s look at how exactly you can use the data from your email parsing application.
- Lead Generation & Lead Management
Every business relies on leads to get its sales going. A considerable percentage of marketing efforts go into lead generation, and this is where email parsing truly shines. Parsed data goes straight into Salesforce or any other sales and marketing CRM to capture and store customer information straight from incoming emails.
- E-commerce Automation
Every purchase on an e-commerce platform generates an email containing customer contacts, invoices, and product details. To automate this critical business process, link your email parser API to your e-commerce site.
This way, the parser will be recording invoice data in real-time, then the e-commerce API uses that data for order fulfillment, shipment, and follow-ups for all your customers. You can also generate an automated PDF report every week or every month to track your progress.
An email parser makes it easier to scale up your business to fulfill more orders and grow your bottom line when applied this way.
- Appointment Scheduling
The beauty of structured data, which you typically find in order forms and Excel spreadsheets, is that it’s super easy for automation.
Suppose you use appointment scheduling software for your business, such as booking dental appointments, event tickets, vehicle test drives for your dealership, and so on. In that case, you receive essential client information through emails every day.
Link the parsed data from your emails into your appointment scheduling software to easily automate your workflow and organize your calendar.
- Message Scheduling for Engagement
An email parser can do more than extract customer information from your incoming emails. You can also schedule automated email responses, one-way text messages, or prerecorded voice messages for your mailing list.
Contacting your leads with welcome messages and additional information about your product or service can boost your marketing strategy and increase engagement.
- A/B Testing
For email marketing campaigns, in particular, email parsing can be a great way to conduct split or A/B testing with your recipients. Use regular expressions to filter through your email list for specific customer profiles based on their location, gender, purchase history, or any other relevant traits for your marketing campaign.
Use this parsed data to automate targeted emails and gather feedback, which helps you tweak your marketing emails for better results.
How to Parse Emails using Parserr
5 Easy Steps to Get Started in Under 10 Minutes
So far, we have learned about the benefits and examples of email extraction through parsing software. If you’re ready to dive into email automation for your business, let’s look at how to parse emails using Parserr. Keep in mind that you don’t need to be a programming expert to configure Parserr. This email extractor aims to be as intuitive as possible to help you automate your workflow.
Step 1: Configure a Parserr email address
The first step is to register a Parserr email address where you can receive all the parsed data. Subsequently, incoming emails from your Gmail, Hotmail, Outlook, or other email clients will forward to your Parserr email, where you will receive the extracted data.
Step 2: Set up your email parsing rules
To extract the necessary information from your emails, you must first set up parsing rules within the parsing software application. From the Parserr setup wizard, you can either create custom rules or select a parsing template for a faster setup. You can choose a variety of components such as the email subject header, sender and recipient names and email addresses, body text, and even file attachments.
Step 3: Run a test email
After you have specified the necessary rules, you need to send a sample email to your inbox to verify if you have set up your Parserr rules correctly. Basic emails will do as long as they look like the types of messages you receive, such as subscription alerts, invoices, appointments, etc. You can even forward an existing email from a customer to test your Parserr extraction rules.
Once the test email goes out, your Parserr email will contain the extracted data in a usable format. Save this data as a Google sheet or Excel file and confirm whether the important information you need is captured.
Step 4: Set up the key search terms
You will want to pull up specific data from your parsed emails, such as a keyword in a message body, a header, or an object like an email file attachment. The best way is to use a regular expression to find the specific terms you need from the data.
Step 5: Export the parsed data
You can easily export the extracted data to CSV, Excel, or JSON format files, which you can then import directly into your CRM software. Integrate Parserr with Zapier, Google Sheets, Microsoft Flow, Sharepoint, Salesforce, Hubspot, and endless other on-premise and cloud-based automation systems. Any web application that makes use of accurately extracted customer data is a great candidate for Parserr integration. From there, you can easily plan your business processes, such as lead generation and marketing campaigns.
How Much Does Email Parsing Cost?
Email parsing is available at a range of price points depending on the number of emails you receive in your business. If you receive an average of 15 emails every month, the Parserr free package is the best to get started. Other packages include $49.99 for 450 emails, $99.99 for 2,500 emails, and $149.99 for 5,000 emails per month.
All of the pricing plans at Parserr offer unlimited parsing rules and integrations with Google Sheets, Zapier, Sharepoint, and Power Automate.
Improve Your Business with Parserr’s Email Automation Tool
If you’re ready to boost the efficiency of your business, manage your time and resources, and save on costs, Parserr is the way to go. Whether you’re a startup adjusting to high demand from your customers or an established venture looking to scale up, automate your email data with Parserr. Register your free Parserr account today.