If you’ve spent even the slightest amount of time in a company, you must have definitely felt the frustration of dealing with unstructured emails or large amounts of unorganized email attachments. Endlessly scrolling through sender details, files and most importantly, reading all the contents of these emails, takes a ridiculous amount of time, especially when you need to extract important business information from them.
To reduce the time and resources spent on manually processing data from emails, companies are drawn to using an email parser to automate the process. If you’re not yet familiar with what an email parser is or how it works, don’t worry! In this blog, you will get the chance to learn more about email parsing, but also the benefits of integrating an email parser in your business. Let’s begin!
What is an Email Parser?
An email parser is a software application used to extract information from emails, as well as the files attached to them. It scans the header and content of an email, capturing and saving the most important information from it.
Email parsers can be integrated into CRM applications, or any other tools of this sort, making it easier for businesses to streamline the information flow. Some of the processed data includes, but is not limited to contact details, names, addresses and so on. Moreover, email parsers can be trained to extract particular information from the content and attachments of an email, by making use of custom data field extraction.
How do Email Parsers Work?
An email parser is programmed to extract relevant data by searching for distinctive keywords and phrases in every email. The software looks for recurring phrases within emails and captures solely the information that is needed. This makes it possible to integrate the extracted data with internal tools or local files, for an easier retrieval.
After finalizing the initial setup, meaning creating the parsing rules, the software will then automatically read and extract the data from incoming, as well as existing emails. Essentially, the parser is trained to recognize ongoing patterns in emails, by skimming through the general content and identifying keywords, saving only the important information.
Email parsing transforms your inbox into business-ready data within seconds, saving large amounts of time for your organization. However, there are many more reasons as to why businesses choose to implement an email parsing software.
Benefits of Using Email Parsers
As most companies receive a large amount of emails daily, an email parser responsible for capturing all the essential information is of great help. The API takes on the responsibility of extracting data from emails, so your organization no longer has to manually go through the contents and attachments of all incoming emails.
Since a rather large segment of the data enclosed in emails and attached files contains important business information, such as financial data, company meeting details or announcements, there is always the risk that information may get overlooked or lost in neverending email threads. An automated data extraction solution for emails ensures all important and relevant information is identified, extracted and saved.
Introducing an email parser to your organization comes with great advantages to not only the administrative department of your organization, but your business as a whole. Some of these advantages include:
- Automated workflow: An email parser is able to collect all the important data from incoming emails, even from multiple email addresses simultaneously. It then feeds the data into your existing CRM tool, so your workflow is significantly facilitated.
- Reduced costs: Implementing an email parsing software accounts for financial resources otherwise spent on training a data entry employee, paying additional salaries or fixing costly human errors. With an automated data extraction API, costs associated with manual data entry are eliminated.
- Faster turnaround time: A fully automated email parsing solution is an ongoing process, meaning the email parser software will work even when you or your employees are out of office. The extracted data is ready for use or further processing, improving turnaround time in daily business matters.
- Increased output quality: Extracting information using an email parser means enjoying 100% accurate data from the start. Since data flows directly from the incoming emails into your existing applications, the quality of the data extraction output is increased and highly accurate.
An email parsing software allows you to improve your daily business processes by automating the tedious and time-consuming tasks of scrolling through endless email threads. Regardless of your industry, an email parser can benefit you greatly. Let’s see some examples of how companies integrate this process.
Automating Business Processes with Email Parsing
Whether used for reaching out to customers, sending and receiving invoices or following up on client meetings, emails hold great power for many organizations across multiple sectors. These are just some of the use cases of automating email data extraction using an email parsing software.
Customer Acquisition
Every company relies heavily on customer leads to get their sales up and running and generate profit. The majority of time, communication with prospective customers is done via email, which is why an email parser can make this procedure much smoother.
The parsed data goes directly to your existing sales application, capturing customer information and contact details in an instant. This facilitates communication with clients and helps maintain a good relationship with the existing ones.
E-commerce Automation
Customer details and purchase information are at the backbone of every organization in the e-commerce industry. This data is always recorded and communicated through emails, be it invoicing details, purchase order confirmations or delivery information.
With an email parser, your organization receives the contact details and invoice information in real time, as the software automatically extracts the data and sends it to your existing systems. This can be very useful, as it helps improve the speed of shipping the order, completing the purchase and following up with the customer experience.
Appointment Administration
Administrative tasks, such as scheduling interviews, preparing meetings or booking business trips, take up a big part of everyday business. They are also the most redundant tasks, as it involves manually going through employee details and calendars.
The email parser facilitates gathering contact details, times, locations and other relevant information regarding appointments and bookings. There is no need to manually note down meeting details or deal with a tedious Excel spreadsheet, as the parser can be directly connected to your scheduling software.This automates the workflow and helps organize your calendar efficiently.
If you’re concerned about how timely or costly it might be to train an email parsing model, fear not. There are multiple intelligent out-of-the-box solutions, such as Klippa DocHorizon, that are created and designed to facilitate your everyday tasks.
How to Parse Emails with Klippa DocHorizon
Klippa DocHorizon is an intelligent document processing solution that reaches up to 99% accuracy in data extraction. With our platform, you can easily create your desired workflow and automatically parse data from emails, without the need of building, defining and training the model from scratch. Here’s how you can parse emails with Klippa:
- Capture emails: Send or forward incoming emails to Klippa’s email parser using our API.
- Extract data: Klippa DocHorizon extracts the important information you have defined from email bodies, subjects, sender information, attachments and even signatures, using OCR.
- Convert data: The extracted data is then converted into a file format of your choice, such as TXT, JSON, CSV, PDF and more.
- Download or send data: You can download or synchronize the data with your existing applications and systems, such as ERP, accounting software or CRM.
With Klippa DocHorizon, you have complete control over the extracted data and can choose to further process it or make use of it in an instant. Moreover, our solution offers your organization a number of additional advantages:
- Process all types of emails and attachment files with our AI-powered email parser
- Parse up to 100 email attachments in bulk
- Seamlessly convert and extract data into any chosen data or file format
- Automate all manual tasks and leverage the benefits of an automated workflow
- Connect and send data to any of your business systems via API
- Integrate it with your daily-use platforms, such as Gmail, Outlook, OneDrive, SharePoint and more.
Take the next step into elevating your business communication and productivity and automate email data extraction. For more information, contact our experts or book a free demo down below!