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AI Email Lead Parser for Odoo CRM

by
Odoo

$ 18.88

v 19.0 Third Party
Availability
Odoo Online
Odoo.sh
On Premise
Odoo Apps Dependencies • CRM (crm)
• Discuss (mail)
• Calendar (calendar)
• Contacts (contacts)
Lines of code 1082
Technical Name crm_ai_email_lead_parser
LicenseOPL-1
Websitehttps://www.ahex.co
You bought this module and need support? Click here!
Availability
Odoo Online
Odoo.sh
On Premise
Odoo Apps Dependencies • CRM (crm)
• Discuss (mail)
• Calendar (calendar)
• Contacts (contacts)
Lines of code 1082
Technical Name crm_ai_email_lead_parser
LicenseOPL-1
Websitehttps://www.ahex.co

AI Email Lead Parser for Odoo CRM

AI Email Lead Parser for Odoo CRM is an intelligent automation plugin that automatically converts incoming business emails into structured CRM leads using Artificial Intelligence. It reads emails from Gmail, Yahoo, and other email providers, analyses the content, extracts relevant business information, and creates accurate leads in Odoo CRM - eliminating manual data entry and saving valuable time for your sales team.


With AI-powered parsing and validation, this module ensures only high-quality, genuine enquiries are converted into leads while filtering spam and junk emails automatically.

Key Features

Automatic Lead Creation from Incoming Emails

Supports Gmail, Yahoo, and Other Email Providers via IMAP

AI-Based Email Content Analysis and Normalisation

Smart Lead Validation and Spam Filtering

AI-Powered Structured Data Extraction

Automatic Mapping to Odoo CRM Fields

Partnership Email Detection and Tagging

User-Configurable AI Classification Prompts

Works with Website Enquiries and Direct Sales Emails

Supports Three AI Providers: OpenAI, OpenRouter, and Google Gemini

Pay-As-You-Go AI Costs - Bring Your Own API Key

Improves Sales Productivity and Response Time

How It Works

Step 1: Connect your business email account (Gmail or Yahoo mail server).

Step 2: Incoming enquiry emails are automatically fetched by Odoo.

Step 3: The AI reads and analyses the email content.

Step 4: Important details such as name, phone number, company, job title, email address, website, and location are extracted.

Step 5: The data is mapped to the relevant Odoo CRM fields automatically.

Step 6: Valid leads are saved and ready for your sales team to action in Odoo CRM.

Step 7: Spam, newsletters, job applications, and irrelevant emails are filtered out and do not enter your pipeline.

Business Benefits

Reduce manual lead entry by 90% or more

Faster response to incoming enquiries

Improved data accuracy across your CRM

Better lead quality - only genuine enquiries enter your pipeline

Higher conversion rates from faster follow-up

Increased sales team efficiency

Cleaner CRM data management

Ideal For

Sales Teams

CRM Managers

Digital Marketing Teams

Lead Generation Agencies

B2B and B2C Businesses

Service Providers

ERP Implementers and Odoo Partners

Supported AI Providers

This plugin supports three major AI providers. You supply your own API key - there is no platform subscription or per-lead fee from us. You pay only what your AI provider charges.

OpenRouter (Recommended)

OpenRouter is a single API that gives you access to over 200 AI models from OpenAI, Anthropic, Google, Meta, Mistral, and more - all under one API key and one billing account. It is the most flexible option and the one the plugin is pre-configured to use by default.

With OpenRouter you are never locked into one model. You can switch between GPT-4o Mini, GPT-4o, Claude, Gemini, Llama, and hundreds of others with a single setting change.

Pricing is pay-as-you-go with no monthly minimum. GPT-4o Mini costs approximately $0.15 per one million input tokens, making the cost per email negligible even at high volume.

Website: openrouter.ai

OpenAI

If your team already has an OpenAI account or prefers to work directly with OpenAI's models, the plugin connects natively to the OpenAI API. GPT-4o Mini is recommended for the best balance of speed, accuracy, and cost.

Website: platform.openai.com

Google Gemini

Google Gemini is available through Google AI Studio and offers a generous free tier suitable for low-to-medium email volumes. Gemini 1.5 Flash is fast and capable, making it an excellent option for businesses that want to start with zero initial AI cost. The plugin includes automatic rate-limit handling with built-in retry logic for Gemini.

Website: aistudio.google.com

Getting Your API Key

OpenRouter

  1. Go to openrouter.ai and create an account using your email, Google, or GitHub.
  2. Navigate to **Settings** and add credits. Even $5 is enough to process thousands of emails.
  3. Set a monthly spending limit on your key to prevent unexpected charges.
  4. Go to **Settings - API Keys - Create New Key**. Give it a name such as Odoo CRM. Copy the key - it begins with sk-or-v1-.

OpenAI

  1. Log in to platform.openai.com.
  2. Go to **Settings - API Keys - Create new secret key**.
  3. Copy the key. It begins with sk-. Store it securely as it is shown only once.
  4. Ensure your OpenAI account has a valid payment method and a usage limit configured.

Google Gemini

  1. Go to aistudio.google.com and sign in with your Google account.
  2. Click **Get API Key - Create API key**. Select or create a Google Cloud project.
  3. Copy the key. No billing is required for the free tier.

Recommended AI Models

OpenRouter

  • openai/gpt-4o-mini
  • openai/gpt-4o
  • anthropic/claude-3-haiku

OpenAI

  • gpt-4o-mini
  • gpt-4o

Gemini

  • gemini-1.5-flash
  • gemini-1.5-pro

Tip: gpt-4o-mini is highly recommended for its excellent balance of speed, accuracy, and cost efficiency.

What Information Gets Extracted

The AI extracts every relevant piece of information it can find in the email body and writes it directly to your Odoo CRM lead record. All of the following fields are populated automatically, provided the information appears in the email.

  • Contact Name: Full name of the person who sent the email
  • Company Name: The sender's company or organisation
  • Job Title: The sender's role (e.g., Procurement Manager, CEO)
  • Email Address: Contact email address (may differ from From address)
  • Phone Number: Any phone or mobile number mentioned in the email
  • Website: Company or personal website URL
  • Location Data: Street Address, City, ZIP/Postal Code, and Country
  • Country Match: Automatically matched to Odoo's country list
  • Lead Priority: Automatically assessed (Normal, Low, High, Very High)
  • Partnership Flag: Marked if business collaboration or reseller enquiry
  • Extra Information: Additional details stored as notes on the lead

The AI is strictly instructed not to guess or invent information. If a field is not present in the email, it is left blank. This ensures your CRM data is always accurate.

Email Classification

Before extracting contact data, the plugin classifies every email into one of three categories. This determines how the lead is tagged in Odoo and whether it enters your sales pipeline.

Lead: The sender wants to buy, try, or discuss purchasing your product or service. This includes demo requests, pricing enquiries, product questions, and purchase intent. The email is added to your CRM pipeline, fully populated, and ready for follow-up.

Partnership: The sender is proposing a business collaboration such as a reseller agreement, affiliate deal, joint venture, API integration, or co-marketing opportunity. The lead is created and tagged separately from regular sales leads.

Spam: Job applications, newsletters, promotional blasts, support tickets, phishing attempts, or any email without clear business intent. The lead is flagged and kept out of your active pipeline.

Custom Classification Rules

Every business defines leads differently. The plugin lets you write your own classification instructions in plain English - tailored to your specific business, products, and customer types. The AI follows your rules on every inbound email.

Your custom instructions are entered once in Odoo's Company Settings under AI Classification Prompt. No technical knowledge is required. If you leave it blank, the plugin uses a sensible general-purpose (Default) prompt automatically.

Requirements

  • Odoo Version: Odoo 16, 17, 18, and 19 (Community or Enterprise)
  • Odoo Modules: CRM and Mail modules must be installed and active
  • Incoming Mail Server: A configured IMAP mailbox connected to Odoo
  • AI Provider Account: An account with OpenRouter, OpenAI, or Google Gemini
  • API Key: A valid API key from your chosen AI provider
  • Internet Access: Your Odoo server must be able to make outbound HTTPS requests to the AI provider

Setup Guide

Step 1 - Install the Module

  1. Copy the module folder to your Odoo custom addons directory.
  2. In Odoo, go to Settings and activate Developer Mode.
  3. Go to Apps - Update Apps List and click Update.
  4. Search for our module and click Install.

Step 2 - Configure Your API Key

  1. Choose your AI provider: OpenRouter (recommended), OpenAI, or Google Gemini.
  2. Create your API key following the steps in the Getting Your API Key section above.
  3. In Odoo, go to Settings - Technical - Parameters - System Parameters.
  4. Create three new parameter records:
  • Parameter 1 - Key: lead_crm.ai_provider | Value: openrouter (or openai or gemini)
  • Parameter 2 - Key: lead_crm.ai_api_key | Value: your API key from your provider
  • Parameter 3 - Key: lead_crm.ai_model | Value: openai/gpt-4o-mini (see recommended models below)
Recommended Models
  • OpenRouter: openai/gpt-4o-mini (fast, accurate, very low cost - recommended)
  • OpenRouter premium: openai/gpt-4o (higher accuracy for complex or long emails)
  • OpenAI: gpt-4o-mini (native OpenAI access)
  • Google Gemini: gemini-1.5-flash (fast, free-tier eligible)

Step 3 - Set Up Incoming Email System (Full Configuration)

3.1 Configure Alias Domain

Alias domain tells Odoo which domain it should accept emails for (catchall + routing).

Path: Settings > Technical > Email > Alias Domains > New

Fields:
- Alias Domain: Your mail domain (e.g., yourcompany.com)
- Rule: Alias Domain = part after "@" in the email address
- Bounce Alias: Default: bounce
- Catchall Alias: Default: catchall (Used when no specific alias exists)
- Default From Alias: Example: notifications
3.2 Configure Email Aliases

Aliases route emails to specific Odoo records (CRM, Sales, Helpdesk, etc.).

Path: Settings > Technical > Email > Aliases > New

Example - Sales Team Alias:
- Alias Name: sales
- Alias Domain: yourcompany.com (Resulting email: sales@yourcompany.com)
- Model: Lead/Opportunity (crm.lead)
- Record Thread ID: Leave empty (for new leads)
- Contact Security: Everyone (creates leads from any sender)
- Alias Defaults: Optional values (team, salesperson)
3.3 Configure Incoming Mail Server
  1. In Odoo, go to Settings - Technical - Email - Incoming Mail Servers and click New.
  2. Enter your mailbox details: server type (IMAP), server address (changes per provider), port 993 for SSL, username, and app password for your sales inbox.
Gmail / Google Workspace
Server TypeIMAP
Server Addressimap.gmail.com
Port993
SSL/TLSYes
UsernameFull email address
PasswordApp Password

App Password: 2-Step Verification must be enabled. Go to Google App Passwords, select Mail, and generate a 16-character key.

Yahoo Mail
Server TypeIMAP
Server Addressimap.mail.yahoo.com
Port993
SSL/TLSYes
UsernameFull email address
PasswordApp Password

App Password: Go to Yahoo Security, scroll to App passwords and generate a 16-character key for Odoo Mail.

  1. In the Actions section, set Create a new record with Model = CRM Lead.
  2. Click Test Connection, then Save.

Step 4 - Add a Custom Classification Prompt (Optional)

  1. In Odoo, go to Settings - Companies, select your company, and click Edit.
  2. Find the AI Classification Prompt field and enter your custom instructions in plain English.
  3. The prompt must instruct the AI to return one word: lead, partnership, or spam.
  4. Leave this field blank to use the built-in default prompt (recommended).
  5. Click Save. Your prompt takes effect immediately.

Step 5 - Enable and Run the Scheduled Action

After completing the configuration, ensure that the scheduled action responsible for processing incoming emails is active.

  • Navigate to Settings > Technical > Scheduled Actions.
  • Search for "CRM: Lead Assignment".
  • Ensure the scheduled action is Active.
  • Set the Execute Every interval (e.g., every 5 minutes).
  • To test immediately, click Run Manually to trigger the process.

Step 6 - Configure Cron Job for Mail Fetch Service

  1. Enable Developer Mode
    • Go to Settings
    • Scroll to the bottom and click Activate Developer Mode
  2. Open Scheduled Actions
    • Navigate to:
      Settings → Technical → Automation → Scheduled Actions
  3. Locate Fetchmail Cron Job
    • In the list of scheduled actions, search for:
      Mail: Fetchmail Service
  4. Open the Scheduled Action
    • Click on Mail: Fetchmail Service to open the configuration
  5. Configure the Execution Interval
    • Active: Enabled
    • Execute Every: Set the interval (e.g., 5 Minutes / 10 Minutes)
    • Next Execution Date: Adjust if required
  6. Save the Configuration
    • Click Save after updating the interval
  7. Test the Cron Job (Optional)
    • Click Run Manually to immediately trigger the job and verify that emails are fetched correctly

Step 7 - Test the Plugin

  1. Send a sample sales enquiry to your configured inbox. For example: Hi, I am interested in your product and would like to know the pricing. Please get in touch. - John Smith, Acme Corp.
  2. Wait up to 5 minutes for Odoo to fetch the email on its next polling cycle.
  3. Go to CRM - Leads and verify that a new lead has been created with all available contact fields populated.

AI Token Usage

Each incoming email triggers two AI calls: one for Classification and one for Data Extraction. On average, an email consumes 2,500 - 3,000 tokens. Actual costs vary based on email length, model complexity, and provider rates.

AI Cost Guide (Estimated)

Your only ongoing cost is what you pay directly to your AI provider. GPT-4o Mini via OpenRouter costs approximately $0.15 per million tokens.

Emails Processed Per Month Estimated Monthly Cost (GPT-4o Mini)
Up to 500 emails Under $0.30
500 to 5,000 emails $0.30 to $3.00
5,000 to 20,000 emails $3.00 to $12.00

*Costs are paid directly to your provider; our plugin has zero hidden fees.

Frequently Asked Questions

Q: Do I need to sign up for a service from you?
A: No. You create your own account with OpenRouter, OpenAI, or Google and use your own API key. We do not charge any monthly fee or per-email fee for the plugin itself.

Q: Will my emails be stored by the AI provider?
A: Email content is sent to your chosen AI provider for processing. Each provider has its own data retention policy. OpenRouter and OpenAI offer data processing agreements for business customers. Google Gemini does not train on API data by default. We recommend reviewing your chosen provider's privacy policy before deploying in a regulated industry.

Q: Can I use this without being technical?
A: Installation requires access to your Odoo server and the ability to install a module. Once installed, the day-to-day usage - including writing your custom classification prompt - requires no technical knowledge at all.

Q: What happens if the AI makes a mistake?
A: The AI is accurate for the vast majority of emails but it is not perfect. You can always edit any field on a lead record manually. The original email is always preserved in the lead's message thread so nothing is ever lost.

Q: Can I switch AI providers later?
A: Yes. You can switch between OpenRouter, OpenAI, and Google Gemini at any time by updating two settings in Odoo's System Parameters. No reinstallation is required.

Q: What if an email has no contact information?
A: The AI only extracts information that is explicitly present in the email. If the email contains no name, phone number, or address, those fields are simply left blank. The classification still runs normally.

Q: Does this work with Odoo Community and Enterprise?
A: Yes. The plugin works with both Odoo Community Edition and Odoo Enterprise Edition, versions 16, 17, 18 and 19.

Q: What AI model should I use?
A: For most businesses, GPT-4o Mini via OpenRouter is the best choice. It is fast, highly accurate for email classification and extraction tasks, and costs less than $0.001 per email. If you want zero upfront cost, start with Google Gemini's free tier using Gemini 1.5 Flash.

Support

If you run into any issues during installation or setup, the following checks will resolve most problems:

  • Verify that your API key is correct and has available credits at your provider's dashboard.
  • Ensure your Odoo server can make outbound HTTPS connections to the AI provider's API on port 443.
  • Confirm that your incoming mail server is connected in Odoo and the destination model is set to CRM Lead.
  • Check that the CRM and Mail modules are both installed and active.

For purchase support, installation assistance, or customisation enquiries, please contact us through the channel where you purchased this plugin.

Connect With Us

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