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Automate Order Processing with Email to Order Conversion via Zapier

Published on Feb 28th, 2024

For many businesses, processing orders promptly and efficiently can mean the difference between an average customer experience and a stellar one. With the ever-increasing number of digital communication channels, it's not uncommon for orders to arrive via email. Parsing these emails and creating orders manually in a separate system can be time-consuming, error-prone, and inefficient. But with the power of Zapier, an automation tool that connects apps and services without the need for a developer, you can streamline this process, saving time and reducing manual errors.


Zapier works on the principle of Triggers and Actions. In the context of creating an order from an email, the 'trigger' is the arrival of a new email that contains order information, and the 'action' is creating an order in whichever system your business uses, for example, an eCommerce platform, CRM or a custom database.


Here's a step-by-step guide to setting up a Zap that turns emails into orders:



  1. Sign Up and Set Up a Zapier Account: Go to zapier.com and sign up for an account if you haven't already. Once logged in, click on 'Make a Zap!' to get started.



  2. Choose Your Email App as the Trigger: If you use Gmail or another email service supported by Zapier, choose it as the trigger app and then select the appropriate trigger event such as 'New Email' or 'New Email Matching Search', if you want to filter specific order emails.



  3. Set Up the Trigger: You’ll need to specify which emails Zapier should pay attention to. This could be all emails within a certain label, emails from a specific address, or emails that include certain keywords in the subject or body.





  1. Test the Trigger: Zapier will prompt you to test the trigger to ensure it's picking up the right emails. Follow the instructions to confirm that it works correctly.



  2. Choose the Action App: Now, select the app where the order will be created. It could be Shopify, WooCommerce, Salesforce, or a custom app if you’ve got one.



  3. Customize the Order Details: Each app will require different details for the order. You will map data from the email such as customer name, product ID, quantity, etc., to the corresponding fields in your order management app.





  1. Test the Action: Zapier will give you the option to send test data to your order management app to verify that the Zap creates the order as expected.



  2. Turn Your Zap ON: Once you're satisfied that the Zap is set up correctly and the test results are successful, it’s time to turn the Zap on. From now on, every email that meets your criteria will automatically create an order in your designated system.



  3. Monitor and Tweak as Necessary: After your Zap is live, keep an eye on its performance. Make adjustments to filters or mappings if you notice any issues.




Creating an order from an email by using Zapier not only enhances efficiency but also ensures that every order is captured and processed in a timely manner, leading to improved customer satisfaction and reduced manual administrative work.


By integrating Zapier with your order processing system, you harness the power of automation to streamline your workflow—allowing you to focus on growing your business rather than getting bogged down with repetitive tasks.


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