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Email Lead Parser Guide

Cronetic Support Team
Updated

Dispatchable can receive lead emails from your lead providers and automatically convert them into loads inside your account.

This allows your lead vendors, landing pages, quote forms, and marketing sources to send new leads directly into Dispatchable without needing a custom API integration.

To create a new Email Parser data source, go to https://tms.dispatchable.com/settings/lead-source-settings, click Add New Source, and choose Email Parser as the source type. Complete the source details, save the new source, and Dispatchable will generate a unique parser email address for that source. Give that email address to your lead provider so they can send leads directly into Dispatchable. Each email sent to that unique address will be matched back to the correct lead source and used to create a new load automatically.

How It Works

Each lead source in Dispatchable can be assigned a unique parser email address.

Example:

5STx9lVCOZ@leads.dispatchable.net

When a lead provider sends a lead email to that address, Dispatchable will:

  1. Receive the email.
  2. Identify the correct lead source using the unique email address.
  3. Parse the customer, route, vehicle, and shipment details.
  4. Create a new load in your Dispatchable account.
  5. Apply your lead source settings, including assignment rules, booking links, webhooks, and auto-quoting if enabled.

Important

Each lead provider should send leads in plain text / text-only format whenever possible.

HTML emails, images, PDFs, attachments, screenshots, or custom-designed templates may not parse correctly.

For best results, instruct your lead provider to send leads using one of the supported formats below.

Supported Email Formats

Format 1

First Name: John

Last Name: Doe

Email: johndoe@server.com

Phone Number: (111) 000-1111

Move Date: 2017-02-02

Ship Via: Open

Origin City: New York

Origin State: NY

Origin Zip: 10001

Destination City: Miami

Destination State: FL

Destination Zip: 33101

Vehicle Condition: Running

Vehicle Type: Car

Vehicle Year: 2007

Vehicle Make: Toyota

Vehicle Model: Camry

Vehicle Type2:

Vehicle Year2:

Vehicle Make2:

Vehicle Model2:

Comments: shipper's note here

Format 2

Customer Name: John Doe

Customer Email: johndoe@server.com

Customer Phone: (111) 000-1111

Available Date: 2017-02-02

Carrier Type: Enclosed

Pickup City: New York

Pickup State: NY

Pickup Zip: 10001

Delivery City: Miami

Delivery State: FL

Delivery Zip: 33101

Operable: Yes

Vehicle Type: Car

Year Of Vehicle: 2007

Make Of Vehicle: Toyota

Model Of Vehicle: Camry

Vehicle Type2:

Year Of Vehicle2:

Make Of Vehicle2:

Model Of Vehicle2:

Comments: shipper's note here

Format 3

Name: John Doe

Email: johndoe@server.com

Phone number: (111) 000-1111

Make: Mercedes-Benz

Model: 350-Class

Year: 2010

Move date: 2021-01-18

Running condition: Running

Open/Enclosed: Open

Origin City/State/Zip: Secaucus, NJ, 07094

Destination City/State/Zip: Tampa, FL, 33624

Notes: shipper's note here

Supported Fields

Dispatchable currently looks for the following types of information:

Customer Information

First Name
Last Name
Customer Name
Name
Email
Customer Email
Phone Number
Customer Phone
Phone

Shipment Information

Move Date
Available Date
Ship Via
Carrier Type
Open/Enclosed
Comments
Notes

Origin Information

Origin City
Origin State
Origin Zip
Pickup City
Pickup State
Pickup Zip
Origin City/State/Zip

Destination Information

Destination City
Destination State
Destination Zip
Delivery City
Delivery State
Delivery Zip
Destination City/State/Zip

Vehicle Information

Vehicle Type
Vehicle Year
Vehicle Make
Vehicle Model
Year Of Vehicle
Make Of Vehicle
Model Of Vehicle
Make
Model
Year
Vehicle Condition
Running Condition
Operable

Second Vehicle Information

Vehicle Type2
Vehicle Year2
Vehicle Make2
Vehicle Model2
Year Of Vehicle2
Make Of Vehicle2
Model Of Vehicle2

Accepted Vehicle Types

For best results, use one of the following vehicle types:

Car
SUV
Pickup
Van
Motorcycle
ATV
Boat
RV
Travel Trailer
Heavy Equipment
Large Yacht
Other

If the vehicle type is not recognized, Dispatchable may classify it as Other.

Accepted Trailer / Carrier Types

Dispatchable supports:

Open
Enclosed

If no carrier type is provided, Dispatchable may default the load to Open.

Accepted Vehicle Condition Values

Dispatchable can understand common values such as:

Running
Runs
Operable
Yes
Not Running
Non-Running
Inoperable
No

Examples:

Vehicle Condition: Running
Operable: Yes
Running condition: Not Running

Example Instructions for Your Lead Provider

You can send this to your lead provider:

Please send all leads to our Dispatchable parser email address:

YOUR_UNIQUE_EMAIL@leads.dispatchable.net

Please send the lead details in text-only format using key/value fields.

Example:

First Name: John
Last Name: Doe
Email: johndoe@server.com
Phone Number: (111) 000-1111
Move Date: 2017-02-02
Ship Via: Open
Origin City: New York
Origin State: NY
Origin Zip: 10001
Destination City: Miami
Destination State: FL
Destination Zip: 33101
Vehicle Condition: Running
Vehicle Type: Car
Vehicle Year: 2007
Vehicle Make: Toyota
Vehicle Model: Camry
Comments: shipper's note here

Please avoid sending the lead as a PDF, image, screenshot, or attachment.

Testing Before Going Live

Before allowing your lead provider to send live leads, we recommend sending a test lead first.

A good test should include:

Customer name
Customer email
Customer phone
Pickup city/state/zip
Delivery city/state/zip
Vehicle year/make/model/type
Vehicle condition
Move date
Open or enclosed carrier preference
Comments or notes

After the test is sent, confirm that the new load was created correctly in Dispatchable.

Check that:

Customer information is correct
Pickup and delivery locations are correct
Vehicle details are correct
Move date is correct
Trailer type is correct
Notes are included

Troubleshooting

The lead did not create a load

Check the following:

Was the email sent to the correct Dispatchable parser email address?
Was the email sent as text, not as a PDF/image/attachment?
Does the email include customer name, email, and phone?
Does the email include vehicle year, make, model, and type?
Does the email include pickup and delivery information?

Vehicle details are missing

Make sure the email includes:

Vehicle Year
Vehicle Make
Vehicle Model
Vehicle Type

Example:

Vehicle Type: Car
Vehicle Year: 2007
Vehicle Make: Toyota
Vehicle Model: Camry

Customer name is missing

Use either:

First Name: John
Last Name: Doe

or:

Customer Name: John Doe

or:

Name: John Doe

Origin or destination is missing

Use either separate fields:

Origin City: New York
Origin State: NY
Origin Zip: 10001

or combined fields:

Origin City/State/Zip: New York, NY, 10001

For delivery:

Destination City: Miami
Destination State: FL
Destination Zip: 33101

or:

Destination City/State/Zip: Miami, FL, 33101

Notes are missing

Use either:

Comments: shipper's note here

or:

Notes: shipper's note here

Best Practices

Use plain text emails.

Use one field per line.

Keep field names consistent.

Avoid sending lead details only inside images, PDFs, or attachments.

Avoid heavily designed HTML templates.

Send test data before sending live leads.

Use the unique parser email assigned to your lead source.

Summary

Dispatchable’s email lead parser allows lead providers to send customer shipping requests directly into your Dispatchable account.

To get the best results:

Use your unique @leads.dispatchable.net email address
Send leads in plain text
Use supported field names
Test before going live
Confirm the created load details before sending live traffic

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