SyncMatrix.
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Automate HubSpot & Gmail

Stop paying for mismatched spreadsheets. Sync data between HubSpot and Gmail in real-time, so you can manage your operations without the busywork.

Get This Workflow Built
Custom API Integration
Secure Data Transfer
Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["HubSpot"]
        T1(["All Forms List"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Gmail"]
        A1(["Add Label to Email"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff
When Hubspot and Gmail operate independently, sales teams face significant challenges in tracking email interactions with leads. For instance, when a sales representative sends an email through Gmail, that interaction is not automatically logged in Hubspot. This results in the representative manually entering details about the email, such as the recipient, subject line, and timestamp, into Hubspot. This manual entry not only consumes valuable time but also increases the risk of human error, leading to incomplete records and missed follow-ups.

Top Ways to Automate HubSpot & Gmail

  • Automated Lead Capture: Instantly convert email inquiries from Gmail into new leads in HubSpot, ensuring no opportunity slips through the cracks.
  • Seamless Email Tracking: Automatically log email interactions in HubSpot, providing your team with a complete view of customer engagement and enhancing follow-up strategies.
  • Personalized Outreach Campaigns: Utilize data from HubSpot to segment your Gmail contacts and automate tailored email campaigns, increasing engagement and conversion rates.

How to Build the HubSpot → Gmail Sync

  1. In Hubspot, configure a webhook under the 'Webhooks' settings to listen for the 'contact.email.sent' trigger. This will notify your application whenever an email is sent from Hubspot.
  2. Set up your server to receive the webhook POST request. The payload will include the contact's email address, subject line, and timestamp.
  3. Extract the relevant data from the webhook payload: contact.email, email.subject, and email.timestamp.
  4. Utilize the Gmail REST API to insert the email data. Make a POST request to https://www.googleapis.com/gmail/v1/users/me/messages/send.
  5. Construct the request body for the Gmail API using the extracted data. Ensure to format the email in MIME format, including the 'To', 'Subject', and 'Date' headers.
  6. Send the constructed email payload to the Gmail API endpoint. Confirm that the email is sent successfully and log any errors for troubleshooting.

Developer Warnings & API Gotchas

  • Ensure that the email address extracted from Hubspot matches the authenticated user's email in Gmail; otherwise, the API call will fail.
  • Be mindful of the MIME formatting in the Gmail API; incorrect formatting can lead to emails being rejected or not sent at all.
  • When handling timestamps, ensure that the timezone is consistent between Hubspot and Gmail to avoid confusion in email tracking.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

  • When this happens in HubSpot... All Forms List
    Do this in Gmail Add Label to Email
  • When this happens in HubSpot... CRM Object Property Recently Updated
    Do this in Gmail Archive Email
  • When this happens in HubSpot... CRM Object Recently Created
    Do this in Gmail Create Draft
  • When this happens in HubSpot... CRM Object Recently Updated
    Do this in Gmail Create Draft (Legacy)
  • When this happens in HubSpot... Company Recently Created or Updated
    Do this in Gmail Create Draft Reply

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I can see you're looking at mapping HubSpot to Gmail. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?