Automatically forward specific data from emails received

Hey! This is very doable with Zapier, and there are actually a couple of ways to approach it depending on how "specific" the data needs to be.

Basic approach (no-code):
You can set up a Zap with Gmail as the trigger → filter by sender, subject keywords, or labels → then use Gmail's "Send Email" action to forward just the extracted fields (e.g. name, amount, date) to your target address. Zapier's built-in "Formatter" step lets you parse and extract only the data you need rather than forwarding the whole email.

If your sources are inconsistent (different email formats):
This is where it gets tricky. When emails come from multiple sources with different structures, a simple Zap can break or miss data. You'd need either:
- Separate Zaps per source (works but gets messy fast)
- A smarter parsing layer that understands context regardless of format

I've built email intelligence pipelines for clients where the system reads incoming emails, extracts structured data regardless of format, and routes it, so I know the edge cases here.

Happy to ask a couple quick questions to point you toward the cleanest solution for your specific setup, what kinds of sources are the emails coming from, and what data fields are you trying to extract?

Hi,

Thank you very much for your reply and support.

I will be receiving emails from 7 different email addresses. From those emails, I would like to automatically forward specific details such as Guest Name, Travel Date, Tour Name, Number of People, Language, etc.

Please let me know how this can be set up.

Thanks again.

Hi,

Thank you very much for your reply and support.

I will be receiving emails from 7 different email addresses. From those emails, I would like to automatically forward specific details such as Guest Name, Travel Date, Tour Name, Number of People, Language, etc.

Please let me know how this can be set up.

Thanks again.

This gives me a much clearer picture!

So you're essentially building a booking data aggregator: 7 email sources → extract structured fields (Guest Name, Travel Date, Tour Name, Pax, Language, etc.) → forward or consolidate to one destination.

Here's the honest breakdown:

What Zapier can do natively:
If all 7 senders use a consistent email format (same layout every time), you can set up 7 separate Zaps using Gmail trigger → Formatter (to extract fields via regex or text parsing) → Gmail Send or Google Sheets logging. Works fine for predictable, templated emails.

Where it gets complicated:
With 7 different sources, each sender likely formats their emails differently — different field labels, different layouts, some might send PDFs or HTML tables. Zapier's Formatter struggles with inconsistency and breaks silently, meaning you'd miss bookings without knowing it. That's a real risk for a travel business.

The cleaner solution:
A lightweight AI parsing layer that reads each email, understands context regardless of format, and reliably extracts the right fields every time, then routes to wherever you need it (Gmail, Sheets, Airtable, Notion, your CRM, etc.).

I've built exactly this type of pipeline before and it's one of my favourite problems to solve. Given your use case, I could have something production-ready for you relatively quickly.

Would you be open to a short meeting this week to walk through your 7 sources and map out the cleanest setup? I'd rather see the actual emails before recommending a specific approach, that way you get something that actually works long-term.

You can also see some of my past work at neuralic-ai.vercel.app