We love both Hubspot CRM and Gmail for business. We finally figured out how to seamlessly connect the two:
1. Create a Hubspot account for anyone who’s outbound emails you want to track. Otherwise Hubspot will ignore the emails.
2. In the Google Admin portal, go to App – Gmail – Advanced, and create a new “Content Compliance” Rule.
3. Select “Outbound”
You can also add some filters to prevent certain messages from going to Hubspot. We prevent messages from our CEO going to Hubspot, and we also have a little code “|||” you can put in an email if you don’t want everyone to be able to read it in Hubspot.
4. Then you select “Add more recipients” and deliver to the [email protected] Be sure to suppress bounces!!!!
5. Done. Now any email anyone at your company (who is a Hubspot user) sends, will show up under that contact. This is very powerful. The only downside is that all non-sales outbound emails will show up as contacts in Hubspot. So use your secret code. You can also go through and delete “offline source” contacts that have never visited your site later on. (Note: Charging per contact is the only thing I hate about Hubspot, so please stop that)
This is harder, but don’t be scared. It will require you to pay Zapier though.
1. Create a Zapier account.
2. Create a New Zap. Step one: Email by Zapier (New Inbound Email). Make up a super random email address. It will be XYZ.ABC(something)@zapiermail.com
3. For the Action, select GMail – Send an Email. You just need to pick a Gmail account to use. We use our generic [email protected] account.
4. To address is your [email protected]
5. Subject is the “Step 1- Subject”
6. For Body, just copy what I have here:
7. Set the Label to “Trash”
8. You can also use a Filter to look for messages that are probably sales related. We have about 40 terms that we search for. This prevents random promotional email from getting sent to Hubspot. Plus, you don’t pay for Zaps that get filtered out.
9. Now, back in Google Admin in Gmail App, go to the Default Routes tab.
10. We made a group of Envelope receipients in groups.google.com, so not everyone’s emails get forwarded. You could just do “all recipients.” It would be easier.
11. Now “Add More Recipients” and set the email to forward to that Zapier email address you create. BE SURE TO SUPPRESS BOUNCES!!
12. Inside the actual gmail account that Zapier is using to send these forwards, you should create a rule to permanently delete all messages sent to your forward.hubspot.com address, so the sent folder and searching works properly.