Best Email Parser in 2025: Extract Data from Emails with AI

Looking for the best email parser? Discover top tools to extract data from emails, automate workflows, and streamline business operations. AI-powered parsing included.

Camille H.

Camille H.

— 7 min read
Best Email Parser in 2025: Extract Data from Emails with AI

Emails contain valuable data. Businesses receive emails with invoices, orders, leads, and reports. Manually copying this data takes time. Mistakes happen. Email parsers solve this problem.

An email parser extracts specific details from emails automatically. It converts unstructured email text into structured data. This data can be used in databases, CRMs, or spreadsheets.

For example, an e-commerce business may receive hundreds of order confirmation emails. A parser can extract order details, customer names, and shipping addresses. This data can then be sent to a fulfillment system. (Learn how to automate Etsy order confirmation parsing).

In this article, we will explain how email parsers work and the key features to look for when choosing one.

How Email Parsers Work

Email parsers scan emails and extract structured data. They follow these steps:

  1. Receiving the Email – The parser captures emails from an inbox or API.
  2. Identifying Relevant Data – It detects key details like names, dates, order numbers, or tracking codes.
  3. Extracting Data – The parser pulls specific information using rules, templates, or AI.
  4. Exporting Data – The structured data is sent to another system, such as a CRM, spreadsheet, or API.

There are three main types of email parsers:

1. Rule-Based Parsers

These use predefined rules to find data. They work well for fixed email formats but fail when layouts change.

2. Template-Based Parsers

These use templates to extract data from structured emails. They are useful for repetitive emails like invoices or order confirmations. (Read about automating invoice processing).

3. AI-Powered Parsers

These use machine learning to understand and extract data from various email formats. They work even if the email structure changes. AI-based parsers are more flexible than rule-based or template-based solutions. (See how AI helps extract data from emails and PDFs).

Key Features to Look for in an Email Parser

Not all email parsers are the same. Here are the key features to consider:

1. AI-Powered Parsing

AI-based parsers adapt to different email formats. They can extract data even if the email layout changes. This is useful for businesses handling diverse email types. (See how AI-powered data extraction works).

2. Multi-Format Support

A good parser should handle various email formats, including:

  • HTML emails – Emails with structured content.
  • Plain text emails – Simple, text-only messages.
  • Attachments – PDFs, CSVs, and Word documents.

3. Integration with Other Tools

An email parser should send extracted data where you need it. Common integrations include:

  • CRMs (Salesforce, HubSpot)
  • Spreadsheets (Google Sheets, Excel)
  • Automation tools (Zapier, Make)

4. Accuracy and Flexibility

An effective email parser should extract data with high accuracy. AI-powered solutions provide better results than basic rule-based parsers.

5. Cost and Free Plan Availability

Some parsers offer free plans with limits. Businesses should compare features and pricing before choosing a solution.

Best Email Parsers in 2025 (Overview)

There are many email parsers available. Each has different features, pricing, and use cases. Below is a list of the best email parsers in 2025.

1. Airparser – AI-Powered Email & Document Parser

Airparser

Overview: Airparser is an AI-powered email parser that extracts data from emails automatically. It works without predefined templates. The AI adapts to different email formats, making it more flexible than traditional rule-based parsers.

Key Features:

  • AI-powered parsing for unstructured emails.
  • Extracts data from email bodies and attachments.
  • Supported document formats: Emails, PDF, Word, Images.
  • Easy integration with CRMs, spreadsheets, and APIs.
  • Supports automation tools like Zapier and Make.
  • Free plan available for small usage.

Best For:

2. Mailparser.io – Best for Rule-Based Parsing

Mailparser

Overview: Mailparser.io is a template-based email parser. It works well for structured emails, such as order confirmations or invoices. Users set up rules to extract data from emails.

Key Features:

  • Rule-based email parsing.
  • Supports text, HTML emails, and attachments.
  • Exports data to Google Sheets, Excel, and CRMs.
  • Works well for structured email formats.

Best For:

  • Businesses with emails that follow fixed structures.
  • Users who prefer manual rule-based data extraction.

3. EmailParser – Best for Self-Hosted Parsing

EmailParser

Overview: EmailParser is a self-hosted email parser. Unlike cloud-based solutions, it runs on local servers. This is useful for businesses with strict data privacy needs.

Key Features:

  • Runs on local servers.
  • Supports custom parsing rules.
  • Works with databases and CRMs.

Best For:

  • Companies needing an on-premise email parser.
  • Users who prefer self-hosted software.

4. Zapier Email Parser – Best for Simple Automations

Email Parser By Zapier

Overview: Zapier Email Parser is a free tool for basic email parsing. It extracts text from incoming emails and sends it to other apps using Zapier automation.

Key Features:

  • Free to use for simple parsing.
  • Automates workflows with Zapier.
  • Best for extracting basic text.

Best For:

  • Users who need basic email parsing.
  • Automating simple tasks like forwarding data.

5. G-Lock Email Processor – Best for Advanced Parsing Rules

G-Lock Email Processor

Overview: G-Lock Email Processor is a desktop-based email parser. It supports complex parsing rules and automation.

Key Features:

  • Rule-based parsing for structured emails.
  • Processes emails from POP3 and IMAP.
  • Exports data to databases, spreadsheets, and CRMs.

Best For:

  • Businesses needing detailed parsing rules.
  • Users who prefer desktop-based solutions.

Free Email Parsers: Are They Worth It?

Some email parsers offer free plans. These are useful for small businesses or personal projects. However, free parsers often have limitations.

Limitations of Free Email Parsers

  • Limited Monthly Usage – Many free plans allow only a few emails per month. If you process large volumes, you may need to upgrade.
  • Basic Features Only – Free versions often lack AI-powered parsing, automation, or integrations.
  • No Support for Attachments – Some free tools do not parse PDF or CSV attachments.
  • Slower Processing – Paid users may get priority processing speed over free users.

Best Free Email Parsers

  1. Zapier Email Parser
    • 100% free.
    • Good for extracting simple text from emails.
    • Limited flexibility.
  2. Airparser (Free Plan)
    • AI-powered parsing with some free usage.
    • Extracts data from email bodies and attachments.
    • Includes API and automation tools.
  3. Mailparser.io (Free Plan)
    • Template-based parsing.
    • Free plan available with limited usage.

When to Upgrade to a Paid Plan?

If you handle a small number of emails, a free parser might work. However, if you need automation, AI parsing, or integrations, a paid plan is worth considering.

How to Choose the Right Email Parser

Not all email parsers are the same. The best choice depends on your business needs. Here are key factors to consider:

1. Volume of Emails

  • Low volume (under 50 emails per month) → A free parser like Zapier Email Parser or Airparser’s free plan may be enough.
  • High volume (hundreds or thousands per month) → Choose a parser with automation and AI features.

2. Type of Emails

  • Structured emails (like invoices, receipts) → A rule-based parser like Mailparser.io works well.
  • Unstructured emails (like customer inquiries, lead emails) → An AI-powered parser like Airparser is better.

3. Need for Attachments

4. Integration with Other Tools

  • If you use Zapier, Google Sheets, or CRMs, make sure the parser can connect to them.
  • Businesses that need API access should choose a parser that supports API integration.

5. AI vs. Rule-Based Parsing

By considering these factors, you can find the best email parser for your needs.

Step-by-Step Guide: How to Parse Emails with Airparser

Airparser is an AI-powered email parser that automates data extraction. It works without fixed templates, making it ideal for unstructured emails. Below is a step-by-step guide on how to use Airparser.

Example of a sample email

Step 1: Sign Up for Airparser

  1. Go to Airparser’s website.
  2. Create a free account.
Creating a new Airparser inbox

Step 2: Create a New Parsing Inbox

  1. Click "New Inbox" to create a dedicated email parser.
  2. Airparser provides a unique email address for this inbox.
  3. Forward emails to this address or connect an email provider for automatic forwarding.
Extraction schema example

Step 3: Train the AI to Extract Data

  1. Open an email inside Airparser.
  2. List the data you want to extract (e.g., name, order number, date).
  3. Airparser’s AI learns from your extraction schema and applies them to future emails.
Parsed email

Step 4: Automate Data Export

  1. Integrate with other tools: Send extracted data to Google Sheets, CRMs, or databases.
  2. Use Zapier or Make: Automate workflows by connecting Airparser to 5000+ apps. (Learn how to automate lead data extraction).
  3. Export via API: Developers can use the API to retrieve parsed data programmatically.
Integrate Airparser with 7,000+ apps

Step 5: Test and Optimize

  1. Send test emails to see how well the parser extracts data.
  2. Adjust labels or train the AI further if needed.
  3. Automate the process and let Airparser handle email data extraction.

With Airparser, businesses can extract data from emails quickly and without manual effort.

Conclusion

Email parsers help businesses extract data automatically. They save time, reduce errors, and improve efficiency.

  • Rule-based parsers work well for fixed formats.
  • AI-powered parsers like Airparser handle unstructured emails better.
  • Free email parsers are useful for small tasks but may have limitations.

For businesses looking for an advanced, flexible solution, Airparser is a great choice. It supports AI-powered extraction, integrates with other tools, and automates workflows.

💡 Try Airparser today and automate your email data extraction effortlessly!

Read more