Export Agency owner emails to Excel

By the Mail → Excel team · Updated 2026-10-20

Four steps, one command, and a completeness check at the end — for per-client reporting from inbox.

Step 1 — connect read-only

Use an app password, never the main password. The script opens the folder in read-only mode, so nothing is marked as read or deleted.

python mail_to_excel.py --host imap.example.com --user you@example.com --days 31 --fields client,campaign,spend,result,period --out agency-owner.xlsx

Step 2 — filter to one period

A month or a quarter, not «everything». Client reporting starts with what was agreed over email. A per-client export turns those agreements into numbers you can defend.

Step 3 — keep only the columns that matter

Column	Why it matters
`client`	The join key for every other report you will build later.
`campaign`	The campaign or project the client paid for.
`spend`	Budget spent, with a currency column.
`result`	The outcome metric agreed with the client.
`period`	Month or quarter, so each export is a closed, auditable slice.

Step 4 — verify completeness

Run the same search in your mail client and note the message count.
Compare it with the row count in the spreadsheet.
If the numbers differ, the filter or the folder is wrong — fix it before using the file.

Example output

client	campaign	spend	result	period
GlowStudio	Autumn promo	1,800	42 leads	2026-09

Pitfalls

Reports mix currencies and time zones — Store currency and timezone columns explicitly; never infer them from the amount.
One client’s data leaks into another report — One folder or label per client, one export per client.

Provider notes

Agency accounts on Google Workspace often need OAuth because admins disable app passwords.

Ready-made: the $3 script implements these steps and writes the Excel file with the columns above. Get the script.

FAQ

Can I automate monthly client reports?

Yes: schedule the export, then build the report from the file with the same column names every month.

How do I handle client-specific fields?

Keep a shared core of columns and add a client-specific sheet; do not fork the schema per client.

How many messages can it handle?

Thousands per run with a date filter; very large mailboxes are better exported month by month.

Will it change anything in the mailbox?

No. Read-only access is the default and should stay enabled.

Related guides

Agency owner: columns and pitfallsThe compact overview for this role.
Universal IMAP guideApp passwords, decoding and Excel output.