Email parsing software

Most teams start looking when one person spends hours a day copying data out of email. Typical cases:

• Order desks receiving purchase orders from dozens of customers, each in its own format, that must end up in the ERP. See orders to ERP.
• Accounts payable teams pulling invoice number, due date, totals and line items from PDF invoices.
• Sales and marketing routing leads from portals and web forms into a CRM within minutes.
• Logistics and support teams turning shipping notices and customer requests into tickets and status updates.

If the volume is a handful of emails a week, manual entry is cheaper. Parsing pays off when the same kind of email arrives daily and someone downstream waits for the data.

Demos usually show a clean email from one sender. Test these points on your own mail instead:

Template tools learn the position of each value from a sample email. They are predictable and inexpensive when a few senders never change their layout. AI tools read the meaning of the text against a field list, so one setup covers many senders and free-text messages, at the cost of needing a way to catch the occasional uncertain value. A longer explanation is on the AI email parser page.

ParsedMail is AI based and handles the uncertainty explicitly: every field has a confidence score, missing values come back as empty instead of guessed, and on Growth and Scale anything below your threshold waits in a review queue.

Pricing units differ, so compare at your own volume. Figures below are from each vendor's pricing page in October 2026.

Mailparser is a reasonable fit for a small, stable set of machine-generated emails, and Parseur is strong when the work is mostly documents. Our detailed comparisons are on the compare page.

Take one workflow and count three numbers: emails per month, minutes of manual work per email, and the loaded hourly cost of the person doing it.

Example: 1,500 purchase orders a month, 3 minutes each to retype into the ERP, 40 USD per hour. That is 75 hours, or 3,000 USD a month, before counting typing errors and the delay until the order is in the system. On ParsedMail that volume fits the Growth plan at $149 a month, or $74 a month billed yearly, which also includes the review queue for the orders that still need a person. Even if reviewers check one email in ten, the manual time drops to a fraction.

Do the same sum for your own numbers before buying anything, ours included.

1. Pick one workflow with steady volume, for example supplier invoices.
2. Create an inbox and describe the fields in plain English. Test the schema on real sample emails in the dashboard.
3. Forward a copy of the live mail with a Gmail filter or Outlook rule, so the old process keeps running in parallel.
4. Connect the output to a spreadsheet, your ERP or CRM through a webhook, Zapier, Make or n8n.
5. Watch confidence scores and the review queue for a week, adjust the schema, then switch the manual process off.

Operations data often contains customer names, addresses and prices. Ask every vendor how long raw email is stored, whether it is used for training, who on your team can see it, and whether you can sign a DPA. ParsedMail keeps raw email 30 days on Starter, 90 on Growth and up to 365 days or zero retention on Scale, never uses it for model training, supports roles from owner to reviewer, two-factor authentication, and on Scale SSO, an audit log and a DPA. Details are on the security page.