Every day, businesses receive valuable leads via email — from website inquiries to partner referrals. The problem? Most of that data sits buried in inboxes, waiting to be copied manually into the CRM.
That's where email parsing comes in. By pairing an email parser with HubSpot, you can automatically extract key details from incoming messages and create new contacts, deals, or tickets without ever touching your keyboard.
What Is Email Parsing?
Email parsing is the process of automatically reading incoming emails and extracting structured data from them. A parser can pull details like names, phone numbers, service requests, or quoted prices from the email's subject line or body.
Instead of manually copying that information into HubSpot, parsing tools — like those built with Zapier or Make (formerly Integromat) — automate the process. Each new email becomes a data source that feeds directly into your CRM.
Think of it as an invisible assistant that converts plain emails into actionable records.
How to Use Email Parsing with HubSpot
Email parsing works through automation tools that connect your email inbox to HubSpot. The process usually looks like this:
1. Set up a parser mailbox.
You assign a specific email address for leads or inquiries (e.g., info@yourdomain.com).
2. Define what to extract.
Using a tool like Zapier or Make, the parser identifies patterns in the email — such as a sender name, company, phone number, or project description.
3. Send data to HubSpot automatically.
Each time an email arrives, the extracted data triggers a workflow:
- A new contact is created with the name and email address.
- A deal is automatically opened and assigned to the right sales rep.
- A note or task is logged for follow-up.
This approach is especially useful when:
- You receive lead alerts or inquiries from external directories/sources.
- Partners or affiliates send prospects via templated emails.
- You want to capture form submissions or requests from systems not possible to natively integrate with HubSpot.
Instead of manually copying and pasting, email parsing does the heavy lifting — improving response speed, accuracy, and data hygiene.
Making Every Email Count
When connected to HubSpot, it ensures no lead slips through the cracks, no matter where it originates. This way you don't need your team to be managing lead enquiry in an inbox.
By automating lead creation and follow-up tasks, your team saves hours each week and gains confidence that every opportunity is tracked from the very first email enquiry.
Save time, reduce errors, and speed up response times. Talk to us about setting up email parsing workflows.
