Emails

When a prospect emails your business directly, forward that email to your business’s private NMC email address to record it as an Email activity. If that person has an open lead within your grouping window, the email joins their existing lead; otherwise, it opens a new lead.

To get started, open Business → Tracking, copy the address under Emails, and save it as a contact in your email app for quick forwarding.

How forwarded emails work

1. Forward the email manually from any email client or phone, just as you’d forward a message to a coworker. No mail-server setup is needed.
2. NMC’s AI extracts the customer’s details (name, email address, phone number, and original send time) from the forwarded message body, signature, and From header. NMC ignores your own addresses and numbers (the address you forwarded from, team sign-in emails, notification emails, tracking numbers, forwarding numbers, your website phone number, and your Google Business Profile phone numbers). The AI also skips staff names; if a staff name ever slips onto a new contact, you can edit the contact directly. Found names only fill in blank contact names and never overwrite existing ones.
3. NMC matches the contact by phone number first and email address second. An email containing only the customer’s email address still matches an existing contact with that email, even if that contact also has a phone number on file. See how NMC recognizes a person.
4. NMC groups or creates the lead using your business’s grouping window, sending your usual new-Lead alert email whenever it opens a new lead.
5. Emails without contact details still create a lead under Unknown with the full message saved in the lead’s Journey.

In the lead’s Journey, each forwarded email displays its subject line (or the opening words if there was no subject) and when you forwarded it; open the activity to read the full text.

When a forwarded email creates a new lead:

• Overview counts the lead on the date the customer originally sent the email (from the forwarded Date or Sent line), or on the date the business was added to NMC if the email is older than the business.
• Inbox sorts the lead by when you forwarded it into NMC.
• If the forwarded message has no readable original timestamp, both Overview and Inbox use the time you forwarded it.
• The Emails card on Tracking shows when the most recent forwarded email arrived.

Usage rate

Each forwarded email deducts the same amount from your balance as a form submission. While tracking is paused, forwarded emails are ignored in NMC (the original email remains untouched in your own mail inbox).

Keep your forwarding address private

Anyone who knows your business’s forwarding address can send emails that create leads and use your balance. If the address is ever shared publicly or receives spam, open Business → Tracking and choose Get a new address under Emails. Your old address stops working immediately.

Limitations to keep in mind

• No Google Ads uploads: Forwarded emails carry no browser ad click, so NMC cannot upload them to Google Ads as conversions.
• No file attachments: Photos and documents stay in your own email inbox and aren’t copied into NMC.
• Customer messages only: NMC doesn’t track your outbound replies, though you can forward any later replies from the customer to add them to the same lead.
• Use manual forwarding, not auto-forward rules: Automatic forwarding or redirect rules in Gmail or Outlook preserve raw headers in a way that prevents NMC from telling the customer apart from your business. Those messages still deduct usage and typically land under Unknown, so forward customer emails by hand instead.
• No duplicate filtering: Forwarding the exact same email twice records two activities.
• Don’t email or CC the address directly: Messages sent directly To or CC your NMC address look like they came from your own team and land under Unknown.
• Forward inline, not “as an attachment”: Standard forwarding works; forwarding an email as a .eml file attachment is not read.