How to Save Emails to Trello (3 Methods Compared)

If you use Trello to manage projects, you've probably wanted a way to turn emails into cards without copying and pasting. Whether it's client requests, bug reports, or task assignments that arrive via email, manually creating cards is tedious and error-prone. In this guide, we'll compare three methods so you can pick the one that fits your workflow.

Method 1: Email Forwarding

The simplest approach is email forwarding. Services like Quicktion give you a unique email address (e.g., abc123@in.quicktion.io). Forward any email to that address and it becomes a Trello card automatically.

How it works:

1. Sign up and connect Trello. Create a Quicktion account and authorize access to your Trello workspace. This takes about 30 seconds -- you click through the OAuth prompt to grant Quicktion access to your boards.
2. Create a destination. A destination is a link between a forwarding address and a Trello list. Pick which board and list should receive your emails.
3. Configure your defaults. Choose which labels and members to pre-assign to every card. Decide whether cards should land at the top or bottom of the list. Toggle the metadata footer to include sender info and date in the card description.
4. Forward emails. Send any email to your unique Quicktion address. Within 10-30 seconds, a new card appears in your Trello list with the subject as the card name and the email body as the description.

This method works with any email client -- Gmail, Outlook, Apple Mail, Yahoo Mail, Thunderbird, or anything else that can forward messages. You can even set up auto-forwarding rules so specific emails go to Trello without any manual effort.

Auto-forwarding is where this method really shines. In Gmail, you create a filter (e.g., "from:support@client.com") and set it to forward matching emails to your Quicktion address. From that point on, every matching email becomes a Trello card automatically. You never have to think about it.

The same works in Outlook, Apple Mail, and most other email clients. Set up the rule once and your emails flow into Trello on autopilot.

Method 2: Gmail Add-on

If you live in Gmail, a workspace add-on might be more convenient. With Quicktion's Gmail add-on, you can save emails to Trello without leaving your inbox.

How it works:

1. Install the add-on. Find Quicktion in the Google Workspace Marketplace and install it. It appears as a sidebar icon in Gmail.
2. Connect your Trello workspace. On first use, the add-on walks you through connecting your Trello workspace -- the same OAuth flow as the web dashboard.
3. Open any email and click save. When you open an email, click the Quicktion icon in Gmail's right sidebar. You'll see your configured destinations. Pick one and hit save.
4. The card appears in Trello. The email subject becomes the card name, the body becomes the description, and attachments are uploaded to the card.

The advantage here is speed -- you don't need to compose a forward. Just click and save. The add-on also shows you a confirmation once the email is saved, so you know it worked.

For a deeper walkthrough, see our complete Gmail to Trello integration guide.

Method 3: Automation Tools (Zapier, Make)

Platforms like Zapier and Make can connect Gmail to Trello through automated workflows. You set up a trigger (e.g., "new email with label X") and an action (e.g., "create card in Trello").

How it works:

1. Create a new automation. In Zapier, this is called a "Zap." In Make, it's a "Scenario."
2. Set your trigger. Choose Gmail (or another email service) as the trigger app. Define conditions like specific labels, senders, or subject line keywords.
3. Configure the Trello action. Select "Create Card" as the action. Map email fields (subject, body, sender, date) to card fields one by one.
4. Test and activate. Run a test to verify the mapping works, then turn on the automation.

Pros:

• Highly customizable trigger conditions
• Can chain with other actions (Slack notifications, task creation, etc.)
• Useful if you already use Zapier or Make for other workflows

Cons:

• Requires 15-20 minutes of setup minimum, more if you hit mapping issues
• Paid plans needed for frequent use -- Zapier's free tier caps at 100 tasks per month
• Email body arrives as plain text or raw HTML -- no markdown conversion, no preserved links
• Attachments require extra steps and don't transfer cleanly to Trello cards
• Polling delays of 5-15 minutes before a card appears
• Manual field mapping that breaks if you reorganize your Trello board
• No labels, members, or card position control without extra configuration steps

Which Method Should You Choose?

For most people, email forwarding is the easiest starting point. It requires zero effort per email once auto-forwarding is configured, and it works regardless of which email client you use. If you use Gmail exclusively and want to save individual emails selectively, the Gmail add-on is ideal. Automation tools make sense when you need complex conditional logic or want email saving as one step in a larger multi-app workflow.

What Gets Saved to Trello

When you save an email to Trello, each part of the email maps to a card field. Here's exactly what happens:

Subject becomes the card name. The email's subject line becomes the card title. This makes your board scannable at a glance -- you can see what each card is about from the list view.

Body becomes the card description. Quicktion converts the HTML email body into markdown. Links, headings, bold text, and lists are preserved. Trello's card description renders markdown, so the body displays with proper formatting when you open the card.

Metadata footer (optional). If enabled, Quicktion appends a formatted block below the card description with the sender name, email, date, and a link to the original email. This gives you full context about where the card came from without cluttering the card name.

Attachments are uploaded to the card. PDFs, images, and other files (up to 10MB each) are automatically uploaded to the Trello card. You open them directly from the card without navigating anywhere else. Files over 10MB are skipped with a note in the card description.

Labels and members are pre-assigned. If you configured default labels and members on your destination, every card gets them automatically. This is useful for color-coding cards by source or auto-assigning them to a team member.

Card position is configurable. New cards can land at the top or bottom of the list, depending on your preference.

Save Emails to Trello by Use Case

Different workflows call for different setups. Here are four common use cases where saving emails to Trello adds real value:

Project Intake

Forward project requests and briefs to a Trello board set up as an intake pipeline. The email subject becomes the card name, the body contains the full request, and attachments carry any supporting documents. Set up labels for "Client," "Internal," or "Urgent" and pre-assign cards to your project manager.

Create separate destinations for different request types -- one for client requests, one for internal projects, one for vendor proposals. Each routes to a different board or list with its own defaults.

Bug Tracking

Forward bug reports from customers and support channels to a Trello board. Each email becomes a card with the bug description in markdown, screenshots attached, and a "Bug" label pre-applied. Your team can drag cards through "Reported," "In Progress," and "Fixed" lists.

Set up a Gmail filter to auto-forward emails from your support tool's notification address. Every bug report lands in Trello automatically, ready for triage.

Client Request Management

Agencies and consultants receive requests from multiple clients via email. Forward client emails to a shared Trello board and track every request as a card. Use labels to identify which client the card belongs to, and assign team members responsible for follow-up.

Content Pipeline

Editorial teams can forward article pitches, story ideas, and research emails to a content board. Each email becomes a card that moves through "Pitched," "Writing," "Review," and "Published" lists. Attachments carry reference materials and the email body preserves all the formatting and links from the original pitch.

Save Emails to Trello for Free

You don't need to pay anything to get started. Quicktion's free plan includes:

• 25 emails per month -- enough for occasional forwarding or testing your workflow
• 1 destination -- one Trello list linked to one forwarding address
• Gmail add-on access -- save emails manually from Gmail at no cost
• Email forwarding -- works with any email client
• Attachment uploads -- files uploaded directly to Trello cards
• No credit card required -- sign up and start saving immediately

For higher volume or multiple destinations, the Pro plan is $8/month. Pro gives you unlimited emails, unlimited destinations, and priority processing. Most people start on the free plan to test their workflow and upgrade when they need more capacity.

Getting Started

The fastest way to try email-to-Trello is to sign up for Quicktion. You get both forwarding and the Gmail add-on in one platform, so you can use whichever method fits each situation.

For a detailed walkthrough of the Gmail add-on, check out our Gmail to Trello integration guide.

Get started with Quicktion -- it takes less than two minutes to connect your first Trello board.