Are you also spending too much of your time checking or sorting your Gmail inbox and manually extracting important information from email attachments? If the answer is yes, then this blog is definitely for you.
Can you guess how many emails will be sent daily in 2025 around the world? A projected figure of around 376.4 billion! Ouch! Manually processing these emails will take… about forever!
Time-consuming, full of errors, and an obstacle to your business’s growth, manual processing is definitely something that belongs in the past. And that’s where Gmail parsing comes in.
In this blog, we’ll walk you through a detailed step-by-step process to automate Gmail parsing using an intelligent email parsing solution that leverages AI.
Let’s get started!
Key Takeaways
- Gmail parsing automates the extraction of relevant data from emails and their attachments, being a versatile technology that can be adapted to different industries, such as sales, marketing, e-commerce, HR, or operations.
- Manual email processing is time-consuming and error-prone, especially with the global email volume projected to hit 376.4 billion per day in 2025. Automating this process boosts productivity, improves accuracy, and frees up time for more strategic work.
- With Klippa’s intelligent automation solution, you can set up intelligent Gmail parsing using AI-powered OCR and machine learning. The platform extracts data with high accuracy and delivers it in structured formats like JSON, CSV, or Excel.
- The process is simple and fast: in five guided steps, you connect your Gmail, define the data fields to extract, process email content or attachments, and route the output to your preferred destination – such as Google Drive, a CRM, or an accounting system.
What is Gmail Parsing?
Gmail parsing is the process of automating the extraction of specific data from emails received in the Gmail inbox. Instead of manually opening each email and copying the information you need, a Gmail parser scans the emails’ content and extracts the relevant data lines for you.
For a business that handles high volumes of transactional emails, a Gmail parser can make a real difference. By automating this process, you can save time, reduce human error, and send the extracted data directly to their CRM, ERP, or accounting systems.
How to Parse Gmails with Klippa DocHorizon
To efficiently parse Gmail emails and its attachments, you can use Klippa DocHorizon, an AI-powered document automation platform. With the sophisticated platform, you are able to set up the entire Gmail parsing flow with a few simple steps.
Let’s see how you can automate Gmail parsing using the DocHorizon Platform.
Step 1: Sign Up
If you don’t have an account yet, you need to sign up on the DocHorizon platform. Just provide your details to create an account and begin.
Once registered, you’ll receive €25 in free credits. Great, right? This way, you can explore the platform’s features and see for yourself if Klippa DocHorizon is the right solution. And this without any type of commitment!
After logging in, create an organization and set up a project to access the services.
Now you can select Document Capturing – Prompt Builder and Flow Builder, just as seen in the image below. And you are ready to go!
Step 2: Configure Prompt Builder To Get The Data You Need
Before jumping into the actual document workflow and starting to automate the Gmail parsing workflow, you need to create and configure the prompt builder. This is an important feature because it allows you to extract solely the fields you need.
To do this, go to the left column. Select Prompt Builder and then New Prompt. Let’s call this prompt “Gmail Parsing”. After filling in the relevant details, click on Create.
Our prompt builder offers presets for existing document types, such as invoices or bank statements, but you can also create one from scratch. Depending on your use case, you can also customize the data fields you want to extract.
Step 3: Select Gmail as Your Input Source
Now, you can start working in the flow builder. The first step here is to select Flow Builder from the left column and then decide if you want to use a template or start it from scratch. For our example, we are going to start from scratch.
Firstly, you need to select the input source, which is your Gmail address. After this, you need to create a connection between the platform and your email address and select a label. You can select an incoming email, an existing one, or a specific Gmail label as the input source.
To test this step, you can even generate sample data and run it. Successfully tested? Then, it’s time for the next step.
Step 4: Select Prompt Builder as Your Document Capture Model
The next step is to select the document capture module, which extracts all the information contained in the Gmail body or attachment. Since we have created a specific prompt for this use case, simply select the “Document capture: Prompt builder” module from the list.
Create this time also a connection, but this time with the Default DocHorizon Platform. For its configuration, please select Gmail Parsing. For File or URL, you can either select New Email, meaning that all the emails you receive will be captured, or you can select a specific part of the email to be captured, such as “message” or “thread”.
By default, all data extracted in the flow is automatically converted into JSON format. You now can leave it as it is, or further convert it to another format of your choice, such as XLSX or CSV. This can be done by placing the necessary extension in the File or URL section, as seen below.
To make sure that everything will go smoothly, you can test these steps, just as we previously did.
Step 5: Select Output Destination
Lastly, after having extracted and converted the data from your Gmail account, it’s time to export it to a destination you want. Choose from a variety of output locations, such as Excel, Google Drive, or your existing CRM or accounting applications.
For this example, we selected Google Drive and Create New Folder, meaning that we have chosen to have the documents sent to our Google Drive in a new folder. Again, establishing a connection between the Flow Builder and the output destination is required. For the name of the new folder, let’s say “Parsed”.
Test this step, and there you go: this is how you parse Gmail emails!
Gmail Parsing Use Cases
Automating the process of Gmail parsing can be implemented in a variety of use cases, so your business is able to benefit from the rewards of automation, regardless of your industry.
Here are just a handful of examples:
- Streamline customer acquisition, by extracting customer information from Gmail bodies and help you nurture lead generation.
- Automate e-commerce workflows with email to Google Sheets conversion. Extract & forward data from POs, invoices, or delivery documents to stay on top of your order management.
- Simplify your HRM tasks by automatically parsing incoming resumes for instant candidate pre-selection. Invest your time in applicants who match your initial criteria.
- Facilitate appointment administration by reading and scanning incoming Gmails and capturing information, such as names, email addresses, and dates, helping your business with administrative planning and organization.
Regardless of your industry, parsing Gmail emails is something that you encounter on a daily basis. And, with Klippa DocHorizon, you can automate this task and bring it to its highest potential. Let’s see some of the benefits of automating Gmail parsing with Klippa.
Automate Gmail Parsing with Klippa
With Klippa DocHorizon, you will get to experience a streamlined Gmail parsing workflow. With our IDP platform, you get to enjoy:
- Increased information accuracy: With the use of AI-powered Optical Character Recognition (OCR) technology integrated into our solution, you get up to 99% accuracy in data extraction and Gmail parsing, reducing the human error rate.
- Shortened processing times: Save precious time by automating Gmail parsing, eliminating manual efforts and long processing times.
- Automated workflow: Using our IDP platform for Gmail parsing helps you to efficiently gather crucial information from incoming emails, seamlessly handling multiple email addresses at once.
- Safe and secure document processing: Process sensitive Gmail information, be it names, financial information, or personal data, in a safe and secure manner, as our IDP platform is GDPR and ISO-compliant and does not store any information in its servers.
- Ensure transparency in document processing, as Klippa DocHorizon is designed to detect any signs of document fraud or tampering.
- Document and language variety: Automate Gmail parsing, regardless of the document type in the attachment or the language used in the email body. Klippa DocHorizon processes a large variety of documents, such as invoices, bank statements, or contracts, in all Latin-alphabet-based languages.
Leave the manual Gmail parsing process behind and step into a more efficient rhythm with Klippa Dochorizon. Contact our experts or book a free demo down below and bring the rewards of automation to your organization!
FAQ
While Gmail doesn’t offer email parsing features, you can easily connect it with solutions like Klippa DocHorizon to do it. By using OCR and machine learning, DocHorizon turns unstructured email content – like invoices or forms – into structured data you can use in your workflows.
Yes, it is! Tools like Klippa DocHorizon allow you to extract data from emails and export it directly into Google Sheets. You can define exactly what data to capture and where it should go, making it perfect for processing orders, form submissions, or customer requests in real time.
Reputable email parsing tools prioritize security and comply with regulations, just like Klippa DocHorizon does. Our platform is fully GDPR-compliant and ISO-certified, meaning your data is processed securely and never stored on external servers. If data privacy is a priority for your organization, DocHorizon is a safe bet.
To reduce errors, it’s necessary to clearly define the fields you want to extract and set up validation rules. Most parsing tools, including Klippa’s, provide error reports so you can quickly spot and fix issues. A useful feature you can enable is the Human-In-The-Loop review step to double-check uncertain extractions before they’re sent to your system.