Email to job: set up automatic job creation from enquiry emails (ServiceM8, Jobber, Tradify) featured image
How-to Guides

Email to job: set up automatic job creation from enquiry emails (ServiceM8, Jobber, Tradify)

TrainAR Team 1 month ago 4 min read

Category: How-to Guides Niche: Automations, enquiry intake, field service CRMs

Email to job automation diagram for UK trades: inbox to parser to job card

Contents

Quick answer

You can auto-create jobs from enquiry emails using three parts: mailbox forwarding, an email parser, and your job system. Forward relevant emails to a parser, extract name, phone, address and job description, then create a client and job in ServiceM8 or Jobber, or raise an Enquiry in Tradify to convert to a job.

What you need

  • A dedicated intake email address such as leads@yourfirm.co.uk
  • One of: Zapier Email Parser, Mailparser, Parserr or Make.com Mailhook
  • Your field service app login
  • 30 to 60 minutes and one sample enquiry email to train the parser

How it works

  • Forward enquiry emails into a parser inbox. The parser turns the email into fields such as name, phone, address and description.
  • Your automation then searches for an existing client by email or phone. If none, create the client.
  • Create a job or request against that client with the description and address.

Step-by-step setup

Gmail auto forward

  • In Gmail, go to Settings, Forwarding and POP or IMAP, Add a forwarding address, verify it, then use a filter so only enquiry emails forward to the parser inbox. See Google’s guide: Automatically forward Gmail messages.

Outlook auto forward

Pick a parser

  • Zapier Email Parser: quick and free for simple formats. Setup guide: Zapier Email Parser.
  • Mailparser: handles varied templates and tables, integrates with Zapier and Make. Pricing: Mailparser plans.
  • Parserr: similar to Mailparser with direct Zapier integration. Details: Parserr integrations.
  • Make.com alternative: use a Mailhook trigger and Text Parser or Regex to extract fields. Docs: Make webhooks.

ServiceM8 flow

  • Build a Zap: Trigger is New Email in your parser. Actions are Find or Create Client, then Create Job. Map name, phone, address and job description.
  • ServiceM8 Zapier overview: ServiceM8 Zapier.
  • Tip: Use a unique external reference, for example the email Message-ID, in a custom field to avoid duplicates.

Jobber flow

  • Build a Zap: Trigger is New Email in your parser. Actions are Find or Create Client, optionally Create Property, then Create Job or Create Request.
  • Note: Jobber will use the client’s first property by default. Ensure you create or update the property with the parsed address before job creation. Help: Jobber and Zapier integration.

Tradify flow

  • You can skip Zapier. Turn on Enquiries in Tradify. You get a forwarding email address and a hosted web form. Forward enquiry emails there. Each email becomes an Enquiry you can convert to a Job. Guide: Tradify Enquiry Web Form.

Dedupe and data quality

  • Match on both email and mobile number if you can. If either matches an existing client, update and attach the job.
  • Normalise UK phone numbers during parsing, for example replace spaces and ensure +44 or 0 prefix consistently.
  • Strip email signatures from descriptions by training the parser with multiple examples.

Testing and go-live checklist

  • Send three different enquiry emails and confirm the right client is created or matched, and the job has the right address and description.
  • Add a fallback: if the parser fails to find a phone or address, send a notification to the office instead of creating the job.
  • Lock down forwarding so only your intake mailbox forwards to the parser address. Keep the parser address private.

UK compliance notes

  • Lawful basis for handling enquiry details is often Contract. If in doubt, Legitimate interests may apply but document your assessment. ICO guidance: Contract lawful basis.
  • If you plan to send marketing emails or texts from these leads, PECR rules apply for individuals. You need consent or meet the soft opt-in tests, and include a clear opt-out. ICO guidance: Electronic mail marketing.
  • B2B messages to corporate subscribers have different rules but GDPR still applies. See ICO: Business to business marketing.

Troubleshooting

  • Parser not capturing the right lines: train it with a few different examples. Add fallback logic to handle missing fields.
  • Duplicates: always try Find Client before Create Client, and set a unique external reference on the job.
  • Address issues: some enquiry emails put the address in the signature. Train the parser to ignore signatures or use a rule to cut off text after a marker like “Kind regards”.

Helpful videos

  • Zapier Email Parser overview: YouTube