CRM Email Integration — Gmail, Outlook, Two-Way Sync
This integration connects Gmail, Outlook and Microsoft 365 directly to your contact records. Every sent and received email is logged automatically against the right contact — zero manual copying, no lost correspondence, full visibility for the whole team.
What two-way email sync covers
Two-way Gmail and Outlook sync
Email flows both ways in real time — write from the CRM or your inbox, correspondence stays synced with Microsoft 365 and Google Workspace.
Automatic logging to contacts
Every sent and received email attaches automatically to the contact or deal record by address — no BCC tricks, no manual filing.
Open and click tracking
See when a client opened the proposal and whether they clicked the link. Reps call at the right moment, not blind a week later.
Templates and send-from-CRM
Reusable templates with dynamic fields, sent straight from the deal record, with the outcome tracked in one place.
Calendar sync
Google Calendar and Outlook meetings reflect into the CRM and back; follow-up tasks are created automatically after each email.
Shared team inbox
A shared mailbox for sales and support — the whole team sees the thread, owns the reply, and nothing slips between people.
Who it fits
Sales teams
Reps stop copying email by hand and see the full client history in one record. Managers get a real picture of every deal without reading anyone's inbox.
Agencies and services
Project communication stays attached to the client, not scattered across personal mailboxes. A new owner picks up an account without losing context.
B2B companies
Long sales cycles with many stakeholders — all correspondence is traceable per deal, even as people on the team change.
How we build it
We do not resell someone else's plugin. We build the connection on the official APIs: the Gmail API and Google Workspace, Microsoft Graph for Outlook and Microsoft 365, OAuth 2.0 for secure connection without sharing passwords. Sync runs on webhooks and push notifications, not slow polling.
Matching logic links each email to the right contact or deal by address, domain and thread history — and on ambiguous cases it suggests a match rather than guessing silently. The client record stays clean, with no duplicates and no misfiled correspondence.
We start with one to two days analyzing the current process: which mailbox, which CRM, who copies what by hand today. From that map we lock the phase-one scope — typically two-way sync, automatic logging and templates. Tracking, calendar and the shared inbox ship in a later sprint.
We connect to your existing CRM or one we built ourselves. See how we approach API integrations for existing systems, and what custom CRM development looks like when the integration starts from scratch.
Go-live happens in stages: one team first, then the whole organization. After go-live we stay on an SLA-backed support contract — token refreshes and Microsoft Graph / Gmail API changes are on us.
Why Saitami for your CRM email integration
Manual email logging
Reps stop copying correspondence by hand — everything attaches automatically to the right contact.
Visibility of client comms
Average improvement in team-wide visibility of client correspondence after go-live.
Starting investment
Fixed price for phase one. No per-user licensing, no hidden subscription. The integration is yours.
Email integration often runs alongside a follow-up automation system and CRM PBX integration — one view of the client across every channel.
Frequently Asked Questions
Does it support two-way sync with Gmail and Outlook at once?
Yes, two-way sync works with Gmail, Outlook and Microsoft 365 at once, even when different people use different mailboxes. The connection runs through the official Gmail API and Microsoft Graph with OAuth 2.0, so email stays synced in real time both ways without sharing passwords.
Are emails logged to contacts automatically?
Yes, every sent and received email is logged automatically to the right contact or deal record. Matching is by email address, domain and thread history. On an ambiguous case the system suggests a match rather than guessing silently, so there are no duplicate records or misfiled correspondence.
Can it track whether a client opened the email?
Yes, open and link-click tracking is included. The rep sees when a proposal was read and reacts at the right moment. Templates with dynamic fields and send-from-CRM keep the whole cycle — send, track, follow up — in one place.
How much does CRM email integration cost?
It starts from €1,800 for a phase-one rollout with two-way sync and automatic logging. A wider scope with tracking, calendar and a shared team inbox typically lands between €4,500 and €9,000. Pricing is fixed against the agreed scope, paid in milestones, and never includes per-user fees.
Ready to stop logging email by hand?
Book a 45-minute free consultation. We walk through your inbox and CRM, demo CRM email integration live, and leave you with a concrete phase-one plan at a fixed price and timeline.
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