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
• What you'll need
• Step 1: Set up Email Parser by Zapier
• Step 2: Forward your leads to Email Parser
• Step 3: Send leads to LeadTruffle with a Zap
• Field mapping reference
• Optional customizations
• Test your full setup
• 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).

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:

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.

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.

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.

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.

Add the LeadTruffle webhook

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

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

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 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.

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}}.

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.

Troubleshooting

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

Updated on: 09/06/2026