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ClickRuntime

Connect Gmail to HubSpot

HubSpot holds who your customers are and where each deal stands; Gmail is where the conversations actually happen. Connecting them means a new lead gets a reply from your own address within minutes, won deals trigger a proper welcome, and lead emails land in the CRM without anyone copying details across.
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Ideas

What you can do with Gmail and HubSpot

Lead capture, follow-ups, welcome emails and reply drafts, with HubSpot kept up to date as you go. These are ready-made starting points. Anything else you can describe works too.
The moment it happens

Add form leads to HubSpot and email the good ones

Every form lead lands in HubSpot, the promising ones get a personal email from your Gmail within minutes, and you hear about it.

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Every 15 minutesAI

Welcome new customers when a HubSpot deal is won

As soon as a deal closes, the customer gets a personal welcome email from your Gmail and an account manager is assigned in HubSpot.

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DailyAI

Draft personal outreach emails for a HubSpot list

Each contact in your HubSpot outreach list gets a tailored email waiting in your Gmail drafts, ready for you to check and send.

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Daily

Email new HubSpot contacts nobody has contacted yet

New contacts who haven't heard from you get an introduction email from your Gmail each day, and HubSpot records that they've been contacted.

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Daily

Follow up with HubSpot contacts who haven't replied

Contacts who didn't answer your first email get a polite follow-up from Gmail a few days later, and HubSpot shows it was sent.

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Every 10 minutesAI

Draft email replies using the customer's HubSpot record

When a customer emails you, a reply draft that knows their account is waiting in Gmail and you get a Slack message to review it.

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Weekly

Get a weekly revenue forecast from HubSpot by email

Every Monday you get an email with your weighted pipeline forecast and the deals most at risk.

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Every 10 minutesAI

Turn lead notification emails into HubSpot contacts and deals

Lead emails from your shop, property portal or directory listing become HubSpot contacts with a deal attached, without any copying and pasting.

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Daily

Close cold HubSpot deals and ask for feedback

Deals with no activity for three weeks are marked Closed Lost, the contact gets a short feedback email from Gmail, and the team sees a summary in Slack.

See how it works Your own logic

Any other automation you can describe in words

Your own rules, schedule and AI steps with Gmail and HubSpot, plus any other app. Describe it and your assistant builds it.

See how to build your own

Build your own

Build any Gmail and HubSpot automation you can describe

The ideas above are ready-made starting points, not a fixed list. Describe what should happen between Gmail and HubSpot in your own words, with your conditions, other apps or an AI step, and your assistant writes it, tests it and runs it on ClickRuntime.

  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

For example, ask your assistant

For HubSpot deals in Proposal sent with no activity for 10 days, draft a short Gmail follow-up to the contact and leave it in Drafts for me to review.

When an email arrives from a contact whose HubSpot lifecycle stage is Customer, use AI to judge if it signals churn risk, and if so create a HubSpot task for the owner.

Use cases

Why people connect Gmail and HubSpot

How the two apps work together

  • ClickRuntime checks Gmail every few minutes for emails matching a label or sender and creates or updates HubSpot contacts, deals or notes.
  • HubSpot is checked on a schedule for deals or contacts meeting your rules, and Gmail drafts or emails are created for them.
  • Contacts are matched by email address, so existing records are updated.

  • Log inbound leads from email

    Founders and sales reps get leads by plain email. Each one can become a HubSpot contact with company, source and the email logged.

  • Follow up on stalled deals

    Sales managers want reps to chase deals with no activity. A Gmail draft follow-up for each stalled deal saves time and keeps tone consistent.

  • Support emails visible in the CRM

    Account managers need to see customer issues before calls. Emails from customer domains are logged on the HubSpot company record.

  • Meeting recap emails

    After calls logged in HubSpot, reps send a recap. AI drafts a Gmail recap from the call notes for the rep to check and send.

More apps

Gmail, HubSpot and other apps in one automation

An automation isn't limited to two apps. Add the next step in another app and it runs as part of the same automation.

New email leads in HubSpot with Slack alert

When an email with the label Lead arrives, create the HubSpot contact and post the name, company and summary in #sales on Slack.

Pre-meeting briefs by email

An hour before each Google Calendar meeting with an external guest, email me their HubSpot contact details, open deals and last emails.

Weekly email-to-deal report

Every Friday, write to a Google Sheet how many HubSpot contacts were created from Gmail this week and how many became deals.

Setup

Connect Gmail and HubSpot once

Every idea on this page uses the same two connections, so you set them up once. If one is missing, your assistant tells you and links to the right place.

Gmail

Email

  1. At console.cloud.google.com, create a project and enable the Gmail API under APIs & Services → Library.
  2. Set up the OAuth consent screen. On Google Workspace choose Internal. On a personal Gmail account choose External, then under Audience click Publish app so it is In production, not Testing.
  3. Under Data Access, add the scopes you need, such as https://www.googleapis.com/auth/gmail.modify, or gmail.send if you only want to send.
  4. Under Clients, create an OAuth client of type Web application with the redirect URI https://clickruntime.com/oauth/callback.
  5. In the ClickRuntime dashboard, open Connections, choose Gmail and enter the client ID and secret. On a personal account Google shows an unverified-app screen: click Advanced, then go to your app.

HubSpot

CRM / Marketing

  1. In HubSpot, go to Development, then Keys, then Service keys, and create a service key. Or go to Development, then Legacy apps, and create a private legacy app.
  2. Add the scopes your automations need, such as crm.objects.contacts.read, crm.objects.contacts.write and crm.objects.deals.read.
  3. Copy the key, or for a private app open the Auth tab, choose Show token and copy it.
  4. In the ClickRuntime dashboard, open Connections & secrets and save the token as a secret for HubSpot. It is sent as a Bearer token.

FAQ

Questions about connecting Gmail and HubSpot

Do emails go out from my own address?
Yes. Emails are sent through your own Gmail or Google Workspace account, so they appear in your Sent folder and replies come back to your inbox as usual.
Will it create duplicate contacts in HubSpot?
No. Contacts are matched on email address, so an existing contact is updated rather than created again.
Can I review emails before they are sent?
Yes. Automations such as outreach drafts and AI replies save a draft in Gmail for you to check and send. Others send straight away; you choose which when you set it up.
Does it work with any HubSpot plan?
Yes. Contacts, companies and deals are available on every HubSpot plan, including the free CRM. Custom properties you add in HubSpot can be read and updated too.
Are Gmail's sending limits respected?
Gmail's own daily limits apply to your account: about 500 messages a day on a free Gmail account and more on Google Workspace. Scripts that send in bulk can cap how many they send per run.
Can it log emails to the right deal?
Yes. It can associate the email with the contact and their open deal, based on rules you describe.
Which HubSpot access does it need?
It needs access to the objects it reads or changes, such as contacts, companies and deals, which you approve on HubSpot's consent screen.
Does it read my whole inbox?
No. You set a label, sender list or search, and only matching emails are read.

Related pages

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