AI email intelligence that fills your database
I built Quicktion so a plain-English prompt can do the parsing. Define the properties on your Notion database, Airtable base, Sheet, Linear project, or Trello board, write a short prompt, and the AI fills those properties from every email you forward or save from Gmail. PDFs and images on the email get read too.
0 emails saved and counting
AI is included with Pro. Free plan covers the core email forwarding.
Raw email
Re: Pricing for 50-seat plan
from sarah@acme.com
Hi! Following up on our call yesterday. We'd like to move forward with 50 seats and need to know about volume discounts...
— Sarah Johnson, VP Operations, ACME Corp
Saved with AI
Re: Pricing for 50-seat plan
- • Wants to move forward with 50 seats
- • Asking about volume discounts
- • Follow-up from yesterday's call
From inbox to structured data in three steps
Set up AI on a destination once. From then on, every email that lands gets parsed and cleaned before it's saved.
Write a plain-English prompt
Tell AI what to do with each email. "Summarize in 3 bullets." "Extract company name and deal stage." "Translate to English." Plain English. No templates to configure, no training data to upload.
Forward or save from Gmail
Auto-forward in bulk from Gmail, Outlook, Apple Mail, or any client. Or cherry-pick emails one at a time with the Gmail add-on.
See structured data land in your destination
AI rewrites the body and fills the properties you picked. Only the cleaned, structured version lands in your database. Every save, every time.
One feature, four superpowers
Use one capability, all four, or anything in between. Each destination has its own prompts, so your CRM can follow different instructions than your expense tracker.
Summarize the body
Long emails become tight summaries. Newsletters become bullet points. Customer threads become action items you can actually work on. Write the instruction once and every save follows it.
Extract structured fields
Names, companies, priorities, dates, amounts. AI pulls them out of the email body and writes them into your Notion properties, Airtable fields, Linear labels, Sheets columns, or Trello custom fields. No regex to write, no Zapier zaps to babysit.
Strip signatures and footers
Cut sales signatures, marketing footers, disclaimers, unsubscribe links, and quoted thread history. Only the content worth saving lands in your destination.
Translate to any language
Customer feedback in five languages? Translate every email to English (or whatever language your team works in) before it hits your database.
Four workflows you can copy today
Each one takes five minutes to set up. Pick the destination, define the properties you want filled, paste the example prompt, done.
Invoice extraction
Forward invoices to a destination wired up to Notion, Airtable, or Sheets and let the AI read the PDF. It pulls vendor name, total, due date, and invoice number out of the body and the attached PDF, and writes them into the properties you defined. I use this for my own accounting and it cuts the manual data entry to zero. The destination still keeps the original PDF attached, so if you ever need to double-check a value or send the invoice to your accountant, it is one click away.
Example prompt
Extract vendor, total, due date, and invoice number. Look inside the attached PDF if needed.
Receipt parsing
Email yourself or your team’s purchases and let the AI read the receipt image. It picks out the merchant, the amount, the transaction date, and a category from your own list (Food, Travel, Software, Office, whatever you use). Receipts are usually photos or screenshots, so this one leans on the image-reading side of the model. Expense reports stop being a Sunday-night task because the spreadsheet is already populated by the time you sit down.
Example prompt
From the attached receipt image, extract merchant, amount, date, and pick a category from: Food, Travel, Software, Office.
Newsletter summarization
Subscribe a destination address to your favourite newsletters and let the AI rewrite each one into a two-sentence summary on save. You end up with a searchable archive in Notion or Airtable instead of a wall of unread emails. I run one of these for product and AI newsletters, and I skim the summary column once a week. If something looks interesting I open the original. Otherwise it stays archived, no guilt.
Example prompt
Rewrite the email body as a two-sentence summary that captures the main idea and the most useful link.
Email categorization & sentiment
Tag every email as urgent, normal, or low priority on the way into your destination, or route by department (Sales, Support, Billing, Hiring). The AI looks at the body, the subject, and the sender to decide. Pair it with a default-values rule and you have a triage queue that runs without you. Linear is a good fit because the priority and label fields are first-class there, but the same prompt works in Notion, Airtable, Sheets, and Trello.
Example prompt
Set priority to urgent, normal, or low. Set department to Sales, Support, Billing, or Hiring based on the email’s content.
Works on every destination Quicktion supports
Body summarization and field extraction on all five destinations. Same prompts, same AI, whether you're piping into a Notion database or a Trello card.
| Destination | Body summarization | Field extraction |
|---|---|---|
| Notion | ||
| Google Sheets | ||
| Airtable | ||
| Linear | ||
| Trello |
Your emails, your data
AI runs only when you enable it on a destination. When it does, the email body and your prompt go to Google Cloud Vertex AI (Gemini). If you also flip on “Read attachments,” PDF and image files on the email go too, so AI can pull fields from invoices and receipts. Nothing else leaves Quicktion: no contacts, no headers, no other emails. Vertex AI does not store prompts or train on them.
Turn AI off on any destination at any time. Your data lives in your own Notion, Airtable, Linear, Google Sheets, or Trello workspace. Quicktion never stores the email content.
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