Xtractor.app is built for one job, pulling chosen fields out of Gmail into Google Sheets on a schedule, and it wins or loses against other Gmail to Sheets tools on that narrow job. It is priced per user by monthly import volume, it works with Gmail only, and it does not read attachments. The tools below each make different trade-offs, so this comparison sets out where each one fits. No independent speed or accuracy test was run for this article. Everything here comes from vendor pages and published limits, and prices are as of October 2026.
How does Xtractor.app compare with other Gmail to Sheets tools?
Xtractor.app is a Google Workspace add-on that runs inside Google Sheets, reads your Gmail, and writes the fields you define as rows and columns. The table compares it with cloudHQ, Parseur, Mailparser and Zapier on the points that decide most purchases.
| Tool | How it connects | Attachments | Schedule or sync | Pricing model |
|---|---|---|---|---|
| Xtractor.app | Add-on inside Google Sheets, Gmail only | Not parsed (custom parsing on request) | Daily on Starter and Pro, every 4 hours on Premium, hourly on Business | Per user, by monthly imports |
| cloudHQ Export Emails to Google Sheets | Chrome extension and Google Workspace add-on built around Gmail | Its FAQ says PDF, Word and Excel attachments can be parsed | Continuous job on a Gmail label or search query | Free Basic plan plus Premium plans, see below |
| Parseur | Forward emails to a Parseur mailbox, then export to Google Sheets | Counts PDF pages toward usage | Rows added as each email is processed, per Parseur’s pages | Pages per month, unlimited mailboxes |
| Mailparser | Forwarding inboxes, integrations through Zapier, webhooks and others | Parses csv, xlsx, docx, pdf and txt, not scanned images | Not stated on the pricing page | Emails per month, plans by inbox count |
| Zapier | Zaps between apps | Not covered on the pricing page | Depends on the trigger you choose in each Zap | Tasks per month |
Two things are worth saying plainly. Parseur and Mailparser read attachments and Xtractor.app does not, so a team that lives on invoices attached as PDFs should start there. Xtractor.app also keeps extracted data in your own Google Sheet and does not store it in its own database. It is CASA Tier 2 certified, the independent security assessment Google requires for apps that access sensitive data.
cloudHQ Export Emails to Google Sheets vs Xtractor.app: what is different?
cloudHQ is a broader Gmail export tool, while Xtractor.app is narrower and defines extraction fields up front. cloudHQ’s page lists exported fields such as sender, recipients, subject, dates and the email text, with a label or query as the selector. Xtractor.app lets you search by subject, sender, date and content, then extract only the values you choose with text-before and text-after rules or regex filters, and multiple parsing contexts handle emails whose layout varies.
On price, cloudHQ’s pricing page lists general plans, not one for this export alone: Premium at $149 a year for a single user, Business at $399 a year for 3 users, both billed annually and described as having no data limits. The page does not show monthly prices, and it does not confirm that these plans cover the Sheets export specifically, so check the product’s own pricing page before you buy. Xtractor.app has no unlimited tier: imports are capped by plan, with 1,000 a month on Starter up to 100,000 on Business.
What do these tools cost at your volume?
At 1,200, 5,000 and 20,000 emails a month, Xtractor.app’s listed price is the lowest among the four tools with published monthly prices, as long as its field and search limits fit your job. Each cell shows the monthly-billed price first, then the annual-billed price per month. Prices as of October 2026.
| Emails per month | Xtractor.app | Parseur | Mailparser | Zapier (1 task per email) |
|---|---|---|---|---|
| 1,200 | Pro $45 / $10 | Premium (3,000 pages) $269 / $199 | Business (2,000 emails) $99.95 / $83.95 | 1,500 tasks $58.50 / $39 |
| 5,000 | Pro $45 / $10 | Pro (10,000 pages) $499 / $399 | Premium (10,000 emails) $299.95 / $249.95 | 5,000 tasks $133.50 / $89 |
| 20,000 | Premium $75 / $20 | 20k plan $899 / $699 | Beyond Premium, ask for a quote | 20,000 tasks $283.50 / $189 |
How to read this. Xtractor.app is per user, so a team of 3 on Pro pays $135 a month billed monthly. Parseur counts an email as one page, and counts PDFs by their page total, so attachments would raise its bill. Zapier’s figure assumes one task per email, and its pricing page does not confirm whether Gmail and Google Sheets are available on every plan, so confirm that before relying on it. Mailparser’s pricing page prints its prices without decimal points, and the figures here are read as dollars and cents (for example $99.95). cloudHQ is left out of this table because its pricing page shows annual single-user prices only. On annual billing, its $149 a year works out to about $12.42 a month, below Xtractor.app’s Premium at $20 a month, though as noted that plan may not cover the Sheets export.
The field and search limits matter as much as the price. Starter allows 2 saved searches and 2 fields per search, Pro 5 and 5, Premium 10 and 10, and Business 20 and 20. A plan that is cheapest on paper does not help if it cannot hold the fields you need.
What does a worked example look like for an online store?
Take a store owner who gets about 40 order emails a day, around 1,200 a month, and wants order number, amount, order date and status in a sheet every morning. The store has four kinds of email: order confirmations, shipping notices, payment receipts and refunds.
Starter does not fit. It allows 1,000 imports a month, 2 fields per search, and 2 saved searches, and this store needs 4 fields and 4 searches. Pro fits: 5,000 imports a month (500 a day), 5 saved searches with 5 fields each, and a daily schedule. That is $45 a month billed monthly or $10 billed annually for one user. The setup, in order:
- Install the add-on in Google Sheets and sign in with the Gmail account that receives the orders.
- Search by sender and subject for the confirmation emails, then add filters with text-before and text-after rules for order number and amount.
- If some orders arrive in a different layout, add a second parsing context to the same search.
- Save the search, set a daily schedule, and repeat for shipping, receipts and refunds.
Pro allows 5 fields per search, so there is room for one more value such as a tracking number but not a sixth. Plan the sheet before you build the searches. The email-to-Sheets setup guide walks through scheduling in more detail, and the multi-context parsing guide covers layouts that change.
When is another tool a better choice?
Pick a different tool when you need attachments, other mailboxes or automation hooks. Xtractor.app works with Gmail only, so Outlook, Microsoft 365, Exchange, shared mailboxes and IMAP accounts are out. It does not parse attachments or PDFs (custom attachment parsing is available on request), and it has no Zapier or Make integration, no public API and no webhooks. It does not export whole messages or archives either. It exports extracted values, and spreadsheets or downloaded files are what you import into QuickBooks or Xero yourself, since there is no accounting integration.
If those gaps matter, look at Parseur or Mailparser for attachment parsing and Zapier for connecting apps. Our Zapier email parser review covers that route, and the email parser software comparison goes wider. For the full picture of the approach, start with the guide to importing email data into Google Sheets automatically.
How do I try Xtractor.app first?
It is free to install, and new accounts can process 100 emails as a free trial. After that the free plan allows 10 emails a day and 50 a month, with 1 saved search, 1 field per search and no scheduled imports. That is enough to test one search on real order emails before you pay.
FAQ
Does Xtractor.app work with Outlook? No. It reads Gmail only.
Can it run on a schedule? Yes, on paid plans: daily on Starter and Pro, every 4 hours on Premium and hourly on Business.
Does it read PDF attachments? No. Custom attachment parsing is available on request.
Where is my data stored? Extracted data stays in your Google Sheet. Xtractor.app does not store it in its own database.
Can I download the results as CSV or Excel? Yes. The data lands in Google Sheets and you download CSV or Excel files from there.