Automated Email to Odessa Data Entry
Every hour, WebRun scans Gmail for incoming equipment finance emails such as application submissions, payment notifications, or end-of-term instructions, extracts the key data fields, pre-fills a draft record in Odessa for each one, and pings your ops team in Slack to review and confirm the record before it is finalised in the system.
How do I automatically turn equipment finance emails into Odessa records?
WebRun scans Gmail every hour for inbound equipment finance emails such as application submissions or payment notices. It extracts the key data fields and pre-fills a draft record in Odessa for each email. The ops team is notified in Slack to review and confirm each draft before it is saved, eliminating manual re-keying of email data.
- Manual re-keying of email data is eliminated, reducing errors and saving hours per week
- Every inbound finance email generates a pre-filled Odessa draft within the hour
- Ops team confirms records with one click instead of typing from scratch
Built for equipment finance ops teams · lease administrators · credit operations · data entry teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - scan for equipment finance emails
gmail.com
WebRun opens Gmail to scan for equipment finance emails. - Open Gmail and filter for unread emails tagged as equipment finance submissions since the last run
- For each qualifying email, extract applicant or lessee name, contract or application reference, amounts, dates, and any other structured data in the email body
- Note the email sender and timestamp for audit purposes
Done when Every relevant finance email has been read and its key data fields extracted.
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2
Odessa - pre-fill draft record from email data
odessainc.com
WebRun opens Odessa to pre-fill draft record from email data. - Open Odessa and navigate to the relevant entry form (new application or payment record) for each email
- Pre-fill the form fields with the extracted data but do not save or submit the record
- Take a screenshot of the pre-filled form for the ops team to review
Done when A pre-filled Odessa draft exists for every email processed this hour.
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3
Slack - notify ops team to review and confirm
slack.com
WebRun opens Slack to notify ops team to review and confirm. - Post a Slack notification to the ops team for each pre-filled draft, listing what was extracted and the source email
- Include a link to the Odessa draft so the team member can open it, verify the data, and confirm the record
Done when Ops team has received a Slack prompt for every draft Odessa record ready for review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it save or submit records in Odessa without team confirmation?
No. WebRun pre-fills the form but does not save or submit the record. An ops team member must open the Odessa draft, verify the data, and confirm it themselves.
How does it know which emails contain equipment finance data?
It filters by the Gmail labels or sender addresses you configure, so only relevant emails are processed. Unrelated emails in the inbox are ignored.
What if the email is missing a required field in Odessa?
The Slack notification flags which fields could not be extracted from the email, so the ops team member knows exactly what to fill in manually before confirming the record.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.