Solution · By integration
Connecting HubSpot to Gmail takes two clicks. Getting the CRM to tell the truth doesn't.
The extension logs emails. What it doesn't do is decide which ones matter, which deal they belong to, what got promised inside and what happens next. We build that layer between your Gmail and your HubSpot.
The problem
The email is already in HubSpot. The state of the deal is still in the rep's head.
- The extension logs everything or logs nothing: either the CRM fills up with internal threads and calendar confirmations, or somebody forgot to tick the box and the one email that actually mattered isn't there.
- The same thread ends up split across two contacts and neither deal has the full conversation, because the customer replied from a different address and HubSpot treated them as a new person.
- The log says there were eleven emails, but it doesn't say the only thing leadership needs: what got promised, by when, and who has to move next.
- A person changes the deal stage whenever they remember to, so Friday's pipeline is a snapshot of what someone recalled, not of what happened.
- When the rep leaves, the context leaves with them: the emails stay, but who decides, which objection stalled the deal and what was conceded to unstick it don't.
Cost of staying the same
You're paying for a CRM and getting an email archive. The forecast is built on stages somebody moved from memory, follow-ups get lost between threads, and every rep handover costs weeks of rebuilding context by reading someone else's inbox. The cost never shows on an invoice: it shows as deals going cold with nobody noticing, and a forecast you can't defend in front of anyone.
The solution
An AI layer between Gmail and HubSpot that decides what gets logged and turns the thread into state
- 1We set the rule for what does NOT get logged first. Personal email, internal threads, automated confirmations and any address on the exclusion list stay out of HubSpot. Privacy gets decided before anything is connected, not after the first complaint.
- 2We resolve identity. The AI matches the thread to the right contact and the right deal even when the customer replies from another alias, moves company, or copies in three colleagues who don't exist in the CRM yet; duplicates get spotted and merged instead of piling up.
- 3We extract state, not text. Every thread yields the commitments with their dates, the objection that shows up, the agreed next step and who decides — and all of it gets written into the deal properties in HubSpot, not into a note nobody reads.
- 4We move the stage on evidence. The deal changes stage when there's a signal in the conversation that justifies it, and the why is on record; if the signal is shaky, the change is proposed and the rep confirms it in one click.
- 5We ship it measured and with a net: what share of threads lands on the right deal, how many stage changes get accepted with no correction, how many duplicates stop being created, and how many overdue follow-ups are left.
What changes
What you stop losing
Logging stops being all or nothing: what carries commercial context goes in, personal and internal stay out, under a written rule you can show your team.
Mechanism
The thread stops being an archive: every conversation yields dated commitments, the objection and the next step, written into deal properties and readable without opening a single email.
Mechanism
The stage stops moving from memory: it changes when there's evidence in the conversation and the why is on record, so the forecast can be audited backwards.
Mechanism
What we measure: % of threads logged against the right deal, % of stage changes accepted with no correction, duplicate contacts created per month, and open overdue follow-ups.
What we measure
Spec sheet
- Work it removes
- deciding by hand which email gets logged in HubSpot, fixing duplicate contacts, and translating long threads into deal state: commitments, objections, next step and stage
- Typical setup
- 2–4 weeks
- Input
- an email thread in your sales team's Gmail, with its replies, its copies and its attachments
- Output
- the thread logged against the right HubSpot deal, with the properties updated — dated commitments, objection, next step and stage — and the personal stuff left out
- Works with
- Google Workspace (API de Gmail)HubSpot (API v3)HubSpot Sales for GmailGoogle Calendar
- Can connect to
- Tus propiedades personalizadas de negocio y contacto en HubSpotTu Google Calendar, para cerrar el próximo paso con una reunión realTu lista de exclusión de direcciones y dominios
- What we measure
- % of threads logged against the right deal% of stage changes accepted with no correctionduplicate contacts created per monthopen overdue follow-ups
- Good fit for
- sales teams that live in Gmail day to day and run their pipeline in HubSpot, whose forecast today depends on somebody remembering to update the CRM
- Not a fit for
- anyone without a defined sales process yet —if you don't know what each stage means, the AI won't decide it for you— or anyone looking for AI to write and send the emails: that's a different job
Frequently asked questions
For transport, yes: the official extension gets the email into HubSpot and gives you templates, sequences and open alerts, which is why we leave it alone. Where it runs out of road is everything that takes judgment. Deciding which thread belongs in the CRM and which doesn't. Knowing that the email arriving from another address is the same customer, not a new contact. Pulling the dated commitment, the objection and the next step out of the thread and writing them where leadership can read them. That isn't transport: it's interpretation, and it's what we build on top.
No, and that's the first rule we write, before anything gets connected. We define in writing which domains, addresses and thread types are always out —personal, internal, automated notifications— it gets enforced in the access itself with scoped permissions, and anything doubtful defaults to not logging. Your team has to be able to see the rule and trust it: a system that logs too much switches itself off, because people start moving conversations to their private account.
That's why it starts by proposing, not deciding. At first, stage changes come as suggestions with the exact sentence from the thread that justifies them, and the rep accepts or rejects in one click; as the hit rate climbs, autonomy is released by change type —the obvious ones first, the judgment calls after. Anything doubtful always escalates to a person, with the context already summarized. And every change is logged with its why, so reverting it is one click, not an investigation.
Want it running in your business?
You’ve pinned the problem. We ship the fix and leave it measured.