The LeadTruffle Email Gateway lets you forward lead notification emails into the platform so we can extract names, phone numbers, and emails—and follow up automatically. Here’s how to configure it.

📩 Step 1: Add a New Email Gateway Address

1. Go to Email Gateway in your LeadTruffle dashboard.
2. Click New Email Address.
3. You’ll see a few configuration options:

✅ Whitelist (optional but recommended)

• Only allow emails from specific addresses.
• Example: Whitelist [email protected] to block out spam or internal emails.

🚫 Blacklist (optional)

• Block emails from specific senders (e.g., internal alerts or your own address).

Email Gateway Actions: Create Lead vs. Qualify Over Email

hen setting up an email gateway in LeadTruffle, you'll choose how the system handles incoming emails. There are two options:

1. Create Lead: use this when you want to capture lead data from a structured email without triggering an AI reply. This mode parses the email for a name, email address, and phone number and creates a lead record in LeadTruffle — nothing more.

This is best used as an integration point, for example if you're receiving form submissions or structured CRM notifications by email and simply want them to appear as leads in your pipeline.

The AI will not send any outreach or reply in this mode.

2. Qualify Over Email: Use this for real inbound lead emails — including informal, unstructured messages from homeowners or prospects. When an email arrives, LeadTruffle creates a lead and the AI immediately sends a personalized reply to qualify the person and move them toward an estimate or booking.

This is the right choice for most businesses using email as a lead channel.

Tip: For best results, add an Email Agent prompt that tells the AI your tone, services, and what information to collect.

🧠 Custom Parser (optional)

• Add context to help the AI understand the lead source.
• Example: “These are junk removal leads; extract all contact and job details.”

📤 Forwarding Address (optional)

• Choose where LeadTruffle should forward the email after processing.

🔑 Step 2: Copy Your Custom LeadTruffle Email Address

• Once saved, you’ll get a long custom email (e.g., [email protected]).
• This is your inbox within LeadTruffle—forward emails here.

📬 Step 3: Forward a Lead Email

• Open a lead email in your regular inbox.
• Forward it to your LeadTruffle gateway email.
• LeadTruffle will automatically parse it and extract:

• Name
• Email
• Phone
• Job Details

Think of it as a virtual assistant reading and logging your lead emails for you.

🔄 Step 4: Automate Email Forwarding

To avoid manually forwarding every email:

In Gmail:

1. Go to Settings > See all settings > Forwarding and POP/IMAP.
2. Click Add a forwarding address and paste your LeadTruffle email.
3. (Optional) Create a filter:

• Filter by sender (e.g., [email protected])
• Choose “Forward it” to your LeadTruffle inbox.

Every ESP (Email Service Provider) has similar options. Here are guides for popular ones:

• Gmail Forwarding Rules
• Outlook Forwarding Rules
• Yahoo Forwarding
• Zoho Mail Forwarding

Now every new lead email will go directly into LeadTruffle and trigger automated follow-ups—no manual work needed.

Need help? Contact us at [email protected] or message the team via the Intercom chat on this article or in-app.

Updated on: 03/04/2026