Gen8

Email to CRM

Integration · route: configured

Email reaches the CRM without anyone cutting and pasting

A person usually sits between mailbox and CRM, retyping. This integration takes over that work: the workflow reads messages in a designated mailbox or label, identifies the contact or deal and proposes the resulting CRM change. Writing happens only after approval.

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  • Permissions stay in force
  • EU hosting
  • Visible approval

Email, Sales

At a glance

Route: configured
Components: Gmail, Outlook, HubSpot

Capabilities

What the integration can do

On the email side, the workflow reads messages in your designated mailbox, label or folder: sender, subject, text and place in the conversation. It can also prepare a draft reply.

On the CRM side, it finds the related contact or deal and proposes what should change:

  • A note with the message's key points and an email reference
  • A task for the owner, with a deadline drawn from the message
  • A deal stage or contact field demonstrably behind the email's content
  • A new contact when the sender is absent from the CRM

What the workflow does not do: send email on your behalf or overwrite a CRM field before someone has seen the difference.

Inspiration

What you can automate with this

A few examples of work you can hand over through this integration. We work out what fits your organisation together during scoping.

Quote requests from the shared inbox as CRM leads

A request in the designated mailbox is read. If the sender is not in HubSpot, they are proposed as a new contact.

Who is this sender?

For every message, the workflow finds the contact and deal so you see what is underway before replying.

A deal note with the email included

The message's key points become a contact or deal note with an email reference.

A task with the email's deadline

If someone promises something by a date in an email, a task is prepared for the owner with that deadline.

An outdated deal stage flagged

If an email advances a deal, you see a proposed new stage. Changing stages always retains approval.

A draft reply alongside

Beside the CRM proposal, a draft reply is ready in Outlook or Gmail. You send it yourself.

Does this work look familiar? Or does your process run on another system?

Tell us which work you want to hand over. We help you think through the integration and route, even if your system is not listed here yet.

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Permissions and data

What access is needed

The integration uses connections configured by a Gen8 administrator — one for email and one for the CRM. The workflow gets only permissions needed by selected actions: if it only reads for context, it requests no CRM write permissions.

Email scope is a deliberate choice, not a technical detail: a designated mailbox or label is different from an entire inbox. We configure this as narrowly as the workflow permits, because email almost always contains more than the workflow concerns. Processing takes place in the EU.

Control

Where approval is required

Every CRM write is a proposal by default. The contact or deal owner sees the proposed difference beside the current value and approves, edits or rejects. Rejected proposals do not disappear: they remain in the step log, so you can review what was considered.

Adding a note is small and reversible; changing a deal stage is not. A note can therefore become automatic with logging after a settling-in period, while stage changes retain approval. Draft replies are never sent automatically.

Evidence

What we can demonstrate

Gmail, Outlook and HubSpot each have their own Gen8 integration. Email tools search, read messages, manage labels and create drafts; HubSpot tools handle contacts, deals, activities, tickets and owners. The route is configured rather than native because an administrator first defines the mailbox, permitted fields and approver.

gen8 · email to crmdone

Bring a mailbox message into the CRM

Plan01Message under the designated label matched to a contact
Action02Related deal and open activities read for context
Action03Note drafted with email reference
Action04Task proposed with owner and deadline from the message
Reflect05Unknown sender: new contact proposed, not created
Proposal ready · the owner approves before the CRM changes

Frequently asked questions

Does the workflow read our whole mailbox?

Only the mailbox, label or folder you designate. Everything outside stays unread, and we record that choice during setup.

Does this work with Salesforce or Pipedrive too?

Both have their own Gen8 integration with the same structure: reading for context, writing as a proposal with approval.

What happens to email from an unknown sender?

The workflow proposes creating a contact and shows its basis. Creation happens only after approval.

Can the workflow reply itself?

It prepares a draft in the mailbox. A person sends it; that is a principle, not a setting.

Which systems do you use?

Tell us which process you want to connect. We explain which route fits, which permissions are needed and where people keep making decisions.

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