Track Order Confirmations from Gmail in Trello

Every online purchase generates a confirmation email, then a shipping update, then a delivery notification. These pile up across your inbox and become impossible to search when you need a tracking number or want to initiate a return. By forwarding them to Trello, you get a board where every order is a card you can drag from "Ordered" to "Shipped" to "Delivered."

Trello is a natural fit for this because order tracking is already a kanban workflow. Each purchase moves through clear stages, and a Trello board lets you see the status of everything at a glance. No database setup, no property types to configure. Just lists and cards.

Why Track Orders in Trello?

• Kanban by default — orders move across lists as their status changes
• Labels for vendors — color-code Amazon, Shopify, Etsy, and others for quick visual scanning
• Due dates — set expected delivery dates and get reminders when packages are late
• Checklists — add items within an order card to track individual products
• Attachments — receipts and invoices are saved directly on the card
• Search — find any order by keyword, vendor, or tracking number

Setting Up Your Order Board

Create a Trello board called "Orders" with these lists:

Then set up labels for your most common vendors:

• Green — Amazon
• Blue — Shopify stores
• Orange — Etsy
• Purple — Apple
• Red — eBay

You'll apply these labels manually after cards arrive, or use a Trello automation (Butler) to auto-label based on keywords in the card title.

Connecting Your Email (via Quicktion)

Method 1: Email Forwarding

Best for automatic logging. Set up Gmail filters for your most common order senders and forward them to your Quicktion address.

Common filters to create:

• from:auto-confirm@amazon.com — Amazon orders
• from:*@shopify.com subject:confirmation — Shopify store purchases
• from:transaction@notice.etsy.com — Etsy orders
• from:no_reply@email.apple.com subject:receipt — Apple purchases
• from:*@ebay.com subject:order — eBay purchases

Combine them into a single filter:

from:(auto-confirm@amazon.com OR *@shopify.com OR transaction@notice.etsy.com)

Each matching email creates a card in your "Ordered" list. The subject becomes the card title, the email body goes into the description, and attachments are uploaded to the card. See our email forwarding to Trello guide for step-by-step setup.

Method 2: Gmail Add-on

Best for saving specific orders selectively. Open a confirmation email in Gmail, click the Quicktion add-on, and save it to your Orders board. Useful when you want to track business purchases but skip personal ones. See our Gmail-to-Trello integration guide for setup.

Order Tracking Workflow

Moving Cards Across Lists

When a shipping notification arrives, find the matching card in "Ordered" and drag it to "Shipped." Add the tracking number as a comment or in the card description. When it arrives, move it to "Delivered."

If you forward shipping update emails too, they'll create new cards. You can either merge the information into the original card manually, or keep separate cards and use a checklist on the original to link them.

Using Due Dates for Delivery Windows

Set a due date on each card for the expected delivery. Trello highlights overdue cards in red, so late shipments stand out immediately. Turn on the calendar Power-Up to see all expected deliveries on a monthly view.

Label Filtering

Click a label to filter the board to just that vendor. This is useful when you need to find a specific Amazon order or review all purchases from one store for a return.

Butler Automations

Trello's built-in Butler automation can handle repetitive steps:

• When a card is moved to "Delivered," mark the due date as complete
• When a card title contains "shipped," move it to the "Shipped" list
• Every Friday, send a summary of cards still in "Shipped" to catch delayed packages

Tips

Add a tracking link in comments. When you get a shipping email with a tracking URL, paste it as a comment on the card. Trello makes links clickable, so you can check delivery status directly from the board.

Use checklists for multi-item orders. If one order contains several items, add a checklist to the card and tick off each item as it arrives. Useful for Amazon orders that ship in multiple packages.

Create a "Pending Refund" list. When you return something, move the card to a "Returns" list and add the refund amount in a comment. Move it to a "Refunded" list once the money comes back.

Archive delivered orders monthly. Trello boards get slow with too many cards. Archive everything in "Delivered" at the end of each month to keep the board fast and focused on active orders.

Set up email-to-board for specific stores. If you buy frequently from one vendor, create a separate Quicktion destination pointed at a dedicated board. This keeps high-volume stores from cluttering your main tracker.

Get Started

Sign up for Quicktion, connect your Trello workspace, create a destination linked to your Orders board, and set up Gmail filters for your most common retailers. Your order confirmations will start appearing as cards automatically.

Prefer a different tool? See how this works with Notion, Google Sheets, or Airtable.