How to Parse Real Estate Showing Emails and Export to Google Sheets or CRM

Automatically extract property, agent, and showing details from real estate emails using AI. Send the data to Google Sheets, CRMs, or anywhere you need.

Camille H.

Jul 24, 2025 — 6 min read

Every day, real estate professionals receive dozens of emails confirming property showings, updating appointment times, or sharing listing details. These emails are filled with valuable data: addresses, agent contacts, prices, showing windows, and more.

Yet, most of this data remains buried in inboxes — requiring agents or assistants to manually copy-paste it into spreadsheets, CRMs, or calendars.

With Airparser, you can automate the entire process. It uses AI to extract structured data from showing emails and export it to tools like Google Sheets, Airtable, HubSpot, and more. No templates. No prompt writing. Just smart automation that adapts to your documents.

In this guide, we’ll walk you through how to extract data from real estate showing emails and set up end-to-end workflows that save time, improve accuracy, and keep your business moving.

🧾 What Are Real Estate Showing Emails and Why They Matter

A showing email is a notification confirming a property showing — typically sent after a buyer’s agent schedules an in-person visit to a listing. These emails are automatically generated by platforms like ShowingTime, SentriLock, BrokerBay, or directly by listing agents and assistants.

Common elements found in showing emails:

Property address
Date and time of the appointment
Listing agent and co-agent details
MLS ID and listing status
Price, subdivision, brokerage

These emails aren’t just transactional. They contain key data for agent productivity, CRM enrichment, and internal reporting. But manually transferring this information is slow and error-prone — especially at scale.

Airparser solves this by transforming each email into structured data in seconds, helping you streamline your workflows and focus on clients instead of copy-pasting.

⚙️ What Airparser Can Extract from Showing Emails

Airparser is designed to work with emails of all types — from plain-text confirmations to HTML-heavy messages with logos and visuals. Whether you receive notifications from your MLS, ShowingTime, or your brokerage, Airparser can extract all relevant fields.

You can export this data to your CRM, spreadsheet, or internal dashboard — or use it to trigger automations.

🛠️ Step-by-Step: How to Parse Real Estate Emails with Airparser

Step 1: Create a New Inbox

Start by creating a new Inbox in Airparser. Each inbox is assigned a unique email address like: [email protected].

Forward real estate emails — whether manually or via automated rules in Gmail/Outlook — to this address. Airparser will automatically parse incoming messages and extract structured data.

Step 2: Upload a Sample Showing Email

To begin training your parser, forward a sample email (like a ShowingTime confirmation). Airparser will analyze the layout and display a preview of the email on the left and the extracted data on the right.

You can use any type of real estate email — HTML, plain text, with or without attachments.

Step 3: Define Fields to Extract

You have two options here:

Option 1: Let Airparser Automatically Create the Schema

Airparser uses AI to analyze the document and detect relevant fields like:

Address
MLS ID
Showing Time
Agent Name
Phone Number
Brokerage

Option 2: Manually Define the Fields

You can also create fields manually. Just add names like:

Property Address
Agent Email
Showing Date
Listing Price

Airparser will match the fields with the correct values in the document. You can preview the output and make corrections. The system adapts to your input over time — no prompt writing or template training needed.

Read: How to Create Custom Extraction Schemas Without Prompt Engineering

Step 4: Set Up Export

Once your data is being parsed correctly, it’s time to put it to work. Airparser offers multiple export options:

Google Sheets (native integration)
Airtable, Excel, CSV
Zapier or Make for advanced flows
HubSpot, Salesforce, or any CRM via API or webhook
Slack, Google Calendar, or internal dashboards

You can push parsed data to your lead management system, update your team in real time, or create a fully automated showing log for your office.

See: Advanced Automations with Zapier and Make

💼 Real Use Cases for Real Estate Teams

Parsing showing emails isn't just about saving time — it's about unlocking visibility, improving workflows, and making data actionable. Here's how different roles across a real estate organization can benefit from automating this process:

For Agents

Track showing activity across multiple listings in one centralized Google Sheet.
Never miss an appointment — export showing details to your calendar or task manager.
Capture client interest by syncing buyer showing history with your CRM.

For Brokers and Team Leads

Monitor performance across your agents: number of showings booked, listings viewed, agent responsiveness.
Optimize lead follow-up based on showing frequency or inactivity.
Build custom dashboards in tools like Airtable, Notion, or Google Data Studio to visualize showing trends.

For Operations Teams and Assistants

Use Airparser to standardize data coming from different platforms like ShowingTime, MLS alerts, or brokerage software.
Automatically log activity into your back-office system without any manual entry.
Streamline communication between showing agents, listing agents, and clients.

🔄 Bonus: Automate Multi-Step Workflows (Zapier, Make)

With tools like Zapier or Make, you can take your parsed data and trigger fully automated workflows — no coding needed.

Example: Auto-log and notify

📩 Email received from ShowingTime
🔍 Airparser extracts showing details
🧾 Row added to Google Sheets
📅 Event created in Google Calendar
🔔 Slack notification sent to agent
🧑‍💼 Contact created or updated in your CRM

Example: Broker visibility dashboard

Use Make to sync all parsed showing data to Airtable, Notion, or BigQuery.
Build dashboards to analyze:
- Most viewed properties
- Showing activity by day or week
- Agent responsiveness

Airparser connects easily to over 6,000+ apps through Zapier and Make — including:

HubSpot
Salesforce
ClickUp
Trello
Notion
Google Drive
Microsoft Teams

🔐 Security and Compliance

Airparser is built with security in mind — which is especially important when parsing emails that include client names, addresses, and agent contact info.

Key privacy and security features:

No training on customer data
Data encrypted in transit and at rest
GDPR-compliant
Optional: Set up data retention policies or delete data manually
No vendor lock-in: Export your data any time in JSON, CSV, or via API

You're in full control of how long emails stay in your inbox and where parsed data goes.

📌 Conclusion and Next Steps

If you're in real estate, your inbox holds a goldmine of operational data — property details, showing activity, agent contacts — often locked away in emails.

With Airparser, you can:

Automatically extract that data using AI
Export it to tools like Google Sheets, HubSpot, Airtable, or your internal dashboards
Eliminate hours of copy-paste work
Gain real-time visibility into your showings, leads, and listings

Airparser is flexible, fast to set up, and requires no prompt engineering or template configuration.

Try it free with a few sample showing emails and see how much time you can save.

Start parsing real estate emails now →