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# How to Send Email Leads to LeadTruffle with Email Parser by Zapier

📝 *Capture leads from any email-based source and route them into LeadTruffle automatically using Email Parser by Zapier.*

---

## Table of contents

* [How this works](#2-how-this-works)
* [What you'll need](#2-what-youll-need)
* [Step 1: Set up Email Parser by Zapier](#2-step-1-set-up-email-parser-by-zapier)
* [Step 2: Forward your leads to Email Parser](#2-step-2-forward-your-leads-to-email-parser)
* [Step 3: Send leads to LeadTruffle with a Zap](#2-step-3-send-leads-to-leadtruffle-with-a-zap)
* [Field mapping reference](#2-field-mapping-reference)
* [Optional customizations](#2-optional-customizations)
* [Test your full setup](#2-test-your-full-setup)
* [Troubleshooting](#2-troubleshooting)

---

## How this works

Some lead sources don't have a direct LeadTruffle or Zapier integration — they just send you an email when a new lead comes in. This guide shows you how to capture those email leads and route them into LeadTruffle automatically.

The setup uses three pieces:

1. **Email Parser by Zapier** reads incoming lead emails and pulls out the details (name, email, phone, and so on).
2. **Email forwarding** sends your lead emails into Email Parser.
3. **A Zap** takes the parsed data and pushes it into LeadTruffle through a custom webhook.

Once it's live, every new lead email becomes a LeadTruffle lead within seconds — and your AI starts responding right away.

---

## What you'll need

* A **Zapier account** — a paid plan is required, since this uses multi-step Zaps.
* Access to the **inbox where your lead emails currently arrive** (Gmail, Outlook, website form notifications, etc.).
* Your **LeadTruffle custom webhook URL** — found in LeadTruffle under **Zapier & Webhooks**.
* *(Optional)* An **OpenAI API key**, only if you want to automatically split full names into first and last name.

---

## Step 1: Set up Email Parser by Zapier

Email Parser by Zapier watches a dedicated inbox and automatically extracts structured data from any email that lands there.

### Connect Email Parser to Zapier

1. Log into your **Zapier account**.
2. Go to **My Apps** in the left sidebar.
3. Click **Add connection** (or **Connect a new app**).
4. Search for **Email Parser by Zapier** and connect it.

### Create a mailbox

1. On the Email Parser page, click **Create Mailbox**.
2. Give it a clear name tied to the lead source, e.g. *Website Leads* or *Angi Leads*.
3. Email Parser generates a unique email address for the mailbox (something like `0fvkab0g@robot.zapier.com`).

|| Copy this email address somewhere handy — you'll forward your leads to it in Step 2.

### Set up your parsing fields

Email Parser needs a sample email to learn from. You then highlight the pieces of text you want and save each one as a field.

1. Forward or paste one real lead email into the mailbox so Email Parser has an example to work with.
2. Highlight each piece of data in the sample and name the field. Common fields for home service leads:

| Field name | What it captures |
| ---- |
| `fullname` | Customer's full name |
| `email` | Customer's email address |
| `phonenumber` | Contact phone number |
| `leadsource` | Where the lead came from |
| `address` | Service or mailing address |
| `location` | City / region |
| `preferreddate` | Requested date |
| `preferredtime` | Requested time |
| `notes` | Anything else they wrote |

| Name your fields with simple lowercase text and no spaces (e.g. `phonenumber`, not `Phone Number`). You'll reference these exact names later in your Zap.

### Test your parsing rules

1. Send another test email to your Email Parser address.
2. Open the mailbox and confirm each field pulled the right value.
3. If a field is blank or wrong, adjust the highlighted text for that field and test again.

---

## Step 2: Forward your leads to Email Parser

Now route your incoming lead emails into the Email Parser mailbox. How you do this depends on where your leads currently arrive.

### Forward from Gmail

1. In Gmail, click the gear icon → **See all settings**.
2. Open the **Forwarding and POP/IMAP** tab.
3. Click **Add a forwarding address** and paste your Email Parser address.
4. Click **Next** → **Proceed**. Gmail sends a verification email.
5. Open Email Parser, find the verification email, and confirm it.
6. Back in Gmail settings, choose **Forward a copy of incoming mail to** and select your Email Parser address.
7. Decide what happens to the original (keep, archive, or delete), then click **Save Changes**.

|| To forward only lead emails — not your whole inbox — create a Gmail filter that matches your lead notifications and set the filter action to **Forward it to** your Email Parser address.

### Forward from Outlook

1. Open **Outlook** and click the gear icon (**Settings**).
2. Go to **Mail → Forwarding**.
3. Turn on **Enable forwarding** and paste your Email Parser address.
4. Choose whether to keep a copy, then click **Save**.

### Forward from a website contact form

Most website builders (WordPress, Webflow, Wix, Squarespace) let you set the notification email for form submissions.

1. Open your contact form settings.
2. Find the **Notification email** or **Send to** field.
3. Change it to your Email Parser address, or add it alongside your own.
4. Save and submit a test entry.

| If your form can't send to a second address, use a Zap to connect the form directly to Email Parser, or ask your web developer to add the forward.

### Forward from a CRM or phone system

If your leads come from a CRM (Salesforce, HubSpot) or phone system, you have two options:

* **Email notification:** Set the CRM's "new lead" notification email to your Email Parser address.
* **Zap relay:** Build a Zap that triggers on a new CRM lead and uses **Email by Zapier** to send the details to your Email Parser address.

---

## Step 3: Send leads to LeadTruffle with a Zap

With Email Parser receiving and parsing leads, build the Zap that delivers them to LeadTruffle.

### Add the Email Parser trigger

1. In Zapier, click **Create → Zap**.
2. For the trigger, search **Email Parser by Zapier** and select the event **New Email**.
3. Connect your account and choose your mailbox under **Mailbox ID**.
4. Click **Test** and confirm Email Parser returns a sample email with all your fields.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_1114n56.png =500x441)


### Split full names with AI (optional)

LeadTruffle works best with separate first and last names. If your emails only provide a full name, add this step to split it automatically.

1. Click **+** to add a step → search **AI by Zapier** → action **Get Completion**.
2. Set **Provider** to OpenAI and connect your OpenAI API key. Choose model **GPT-4o Mini**.
3. In **Instructions**, enter: `Turn {{fullname}} into First and Last Name` — mapping `{{fullname}}` to the Full Name field from your Email Parser step.
4. Under **Structured Output**, add two required text fields: `First Name` and `Last Name`.
5. Test the step and confirm the name splits correctly.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_lmq8eo.png =500x445)


| Prefer to skip this? You can send the full name straight through — see [Optional customizations](#2-optional-customizations).

### Add the LeadTruffle webhook

1. Click **+** to add a step → search **Webhooks by Zapier** → action **POST**.
2. Configure the webhook:

| Setting | Value |
| ---- |
| URL | Your LeadTruffle custom webhook URL |
| Payload Type | `JSON` |
| Wrap in array | Off |
| Unflatten | On |

Your webhook URL comes from LeadTruffle under **Zapier & Webhooks** and follows this format:

`https://apiv3.leadtruffle.com/api/priv/webhooks/custom-leads/v1/CUSTOM_WEBHOOK/your-unique-id`

![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_1q4pul9.png =500x452)


||| Need help creating your LeadTruffle webhook? [How to Send Leads to LeadTruffle Using Custom Lead Sources (Webhooks](https://help.leadtruffle.co/en/article/how-to-send-leads-to-leadtruffle-using-custom-lead-sources-webhooks-5uv3lr/))


### Map your lead data

In the **Data** section of the webhook step, add a field for each piece of lead data and map it to the matching value from your earlier steps. Use the [Field mapping reference](#2-field-mapping-reference) below.

---

## Field mapping reference

Add each of these in the webhook's **Data** section. The long values reference data from your earlier steps — copy them as shown, then swap in your own step ID numbers.

| Field key | Value | Comes from |
| ---- |
| `first_name` | `{{=gives['361923343']["First Name"]}}` | AI step |
| `last_name` | `{{=gives['361923343']["Last Name"]}}` | AI step |
| `email` | `{{361920065__parse__output__email}}` | Email Parser |
| `phone` | `{{=gives["361920065"]["parse"]["output"]["phonenumber"]}}` | Email Parser |
| `source` | `{{=gives["361920065"]["parse"]["output"]["leadsource"]}}` | Email Parser |
| `location` | `{{361920065__parse__output__location}}` | Email Parser |
| `address` | `{{361920065__parse__output__address}}` | Email Parser |
| `preferred_date` | `{{361920065__parse__output__preferreddate}}` | Email Parser |
| `preferred_time` | `{{361920065__parse__output__preferredtime}}` | Email Parser |
| `notes` | `{{361920065__parse__output__notes}}` | Email Parser |
| `booking_link` | `{{361920065__parse__output__bookinglink}}` | Email Parser |
| `timestamp` | `{{361920065__parse__output__timestamp}}` | Email Parser |

### Finding your step IDs

Each step in your Zap has its own ID number, shown at the top of the step. Replace the example IDs above with yours:

* `361920065` → your **Email Parser** step ID
* `361923343` → your **AI** step ID

For example, if your Email Parser step is `123456789`, change `{{361920065__parse__output__email}}` to `{{123456789__parse__output__email}}`.

|| Two reference styles appear above. The double-underscore style (`{{stepID__parse__output__field}}`) works for simple fields; the `gives` style (`{{=gives[...]}}`) works for AI output and nested fields. Use them exactly as shown for each row.

---

## Optional customizations

**Send the full name without splitting.** Delete the AI step and map `first_name` to `{{361920065__parse__output__fullname}}`, leaving `last_name` empty.

**Skip AI entirely.** Connect Email Parser straight to the webhook and map only Email Parser fields.

**Clean up data inline.** Use Zapier formulas to tidy values without adding extra steps:

* Trim spaces: `{{=Text.trim(361920065__parse__output__location)}}`
* Lowercase email: `{{=Text.lowercase(361920065__parse__output__email)}}`
* Default if empty: `{{=Utils.ifEmpty(361920065__parse__output__notes, "No notes provided")}}`

---

## Test your full setup

Before turning the Zap on, run through it end to end:

1. **Send a test lead email** to your forwarding source (your real inbox or form).
2. **Email Parser** — confirm the email arrived and all fields extracted.
3. **AI step** (if used) — confirm the name split into first and last.
4. **Webhook** — click **Test step** and confirm a successful response.
5. **LeadTruffle** — check your dashboard; the lead should appear within about 30 seconds with all fields populated.

When everything looks right, name your Zap (e.g. *Website Leads → LeadTruffle*) and toggle it **On**.

| Send one real lead through after going live and confirm it lands correctly before you rely on it.

---

## Troubleshooting

| Issue | Likely cause | Fix |
| ---- |
| Email Parser isn't detecting emails | Forwarding not set up, or mail going to the wrong inbox | Re-check forwarding, send a test email, and look in the mailbox's recent emails |
| Fields are empty in Email Parser | No parsing rule for that field | Add or adjust the field in the mailbox and test with a real email |
| AI step returns an error | OpenAI key invalid or out of credit | Re-check the API key and your OpenAI account balance |
| Webhook returns a 401 error | Wrong webhook URL or permissions | Re-copy the custom webhook URL from LeadTruffle |
| Webhook returns a 404 error | Endpoint ID is incorrect | Confirm the full URL and unique ID from LeadTruffle |
| Fields show as "unavailable" in the webhook | Earlier steps not tested yet | Test the Email Parser and AI steps first, then the webhook |
| Lead isn't appearing in LeadTruffle | Zap is off, or a field failed to map | Confirm the Zap is on and re-test the webhook step |

---

Need help? Contact us at support@leadtruffle.com or message the team via the chat on this article or in-app.