Send Gmail from
HubSpot workflows.
Send email with Gmail is a 0CodeTools workflow action that sends a 1:1 email from a connected Gmail or Google Workspace mailbox: yours, a rep's, or support@. Personalize it with HubSpot data tokens, choose the sender per step, and branch on whether it went out.
The email your workflow sends should look like it came from a person.
HubSpot workflows send marketing email and internal notifications well. A personal note from a rep's own inbox is harder: natively it means a sequence, and only Sales Hub or Service Hub Enterprise lets any workflow enroll contacts into one. With 0CodeTools it is one workflow step.
It comes from a person
The email leaves a real Gmail or Google Workspace mailbox with a real name on it. Replies land in that inbox, or at the Reply-To address you set. It reads like a 1:1 email because it is one.
Many mailboxes, one portal
Connect sales@, support@ and every rep's own mailbox in 0CodeTools. Each workflow step picks its sender from the From dropdown, so different workflows and branches can send as different people.
Logged and branchable
Every sent email is logged on the record's timeline. The action returns Result = SENT or FAILED, so the workflow can create a task, alert the owner, or try another route when a send fails.
Seven fields. Nothing to code.
This is the action's configuration, with the same fields, order and help text as in HubSpot's workflow editor. Click the step to open its configuration, and hover the info icons to read the in-product help. The branch after it routes on the action's Result.
- From lists every mailbox you connected in 0CodeTools
- To, Subject and Body take HubSpot data tokens
- Body format: Plain text (default) or HTML
- Reply-To is optional; empty means replies go to From
Send a Gmail email from maria@biglytics.net Subject: Your Biglytics demo request
Check branches in order: = SENT, = FAILED, and None met.
Click the steps to expand them. Sample data.
Every rep, every shared inbox, one dropdown.
Connect mailboxes in 0CodeTools under Integrations → Gmail. Personal @gmail.com and Google Workspace accounts both work, and you can connect several. Each Send email with Gmail step then picks its sender in From.
Want every contact to hear from their own rep? Add a Branch on Contact owner and give each path its own Gmail step. A None met path can fall back to sales@.
- The Gmail connection asks for two permissions: send email on your behalf, and view your email address to label the connection
- 0CodeTools can send, but cannot read your inbox
- Disconnect any mailbox from the Integrations screen
Every Gmail or Google Workspace mailbox connected in 0CodeTools appears here.
Send a Gmail email from maria@biglytics.net Subject: Your Biglytics demo request
Click a mailbox to change the sender
Each prospect hears from their own rep.
The branch checks the contact owner and sends from the matching mailbox. Owners without a connected inbox fall through to the shared sales address, so nobody gets skipped.
- Branch type: One property or action output (value equals), on Contact owner
- One Send email with Gmail step per path
- Replies land in the owner's own Gmail thread
Check branches in order: Maria Lopez, Tom Becker, and None met.
Click the branch to see the paths. Sample data.
A normal email from a normal person.
Plain text is the default: line breaks are kept exactly as you typed them, which is how people actually write to each other. Switch Body format to HTML when you want your own layout, a signature block or a button. Use inline CSS, because most mail clients ignore stylesheets.
- Sender name and address come from the connected mailbox
- The sent message appears in that mailbox's Sent folder like any other email
- A copy is logged on the HubSpot record's timeline
Hi Jordan, Thanks for the time today. The recording is here: biglytics.net/demo/jordan Want me to set up a trial workspace for your team this week? Maria
Sent from a real mailbox, so replies land in that inbox. Sample data.
Which email does your workflow need?
HubSpot already has several ways to send email from a workflow. They are built for marketing, for internal alerts, or for sequences, which only Enterprise plans can start from any workflow. Send email with Gmail fills the gap: a plain 1:1 email from a real mailbox, on any Professional or Enterprise hub.
HubSpot details per its knowledge base, September 2026. Full workflows, including app actions like this one, start at a Professional hub.
Answer inbound leads right away, from a person
A demo request is at its warmest right after it is submitted. The workflow replies as soon as the form enrolls the contact, from the SDR's own Gmail, in plain text the way the SDR would write it. Pair it with the routing patterns in our guide to lead routing in HubSpot.
- Reply before a competitor does
- Plain text from a named rep, not a marketing layout
- Follow-up task only if the send fails
Send the prep email the rep always forgets
When a contact books a meeting with Maria, her workflow sends a short note from her own mailbox: agenda, two questions, and a link to the deck. Written once, sent every time, so the thread continues in her inbox. For a whole team, branch on Contact owner as shown above.
- Triggered by the Meeting booked event
- Agenda and questions personalized with tokens
- Meeting booked also fires for meetings logged on the record, so filter those out if reps log past calls
Let the account manager open the relationship
When a deal closes, the customer should hear from the person who will look after them, not from a newsletter. A deal-based workflow waits a day, then sends a welcome from the CSM's Workspace mailbox to the deal's contact. The same pattern works for renewal reminders ahead of a contract end date.
- Deal-based workflow, contact email pulled from the association
- Welcome, kickoff, and renewal emails from the CSM
- HTML body format when you want your own layout
Close the loop from the shared support inbox
When a ticket is closed, send a personal check-in from support@, a shared Google Workspace mailbox. If the customer replies, the answer comes back to the team inbox instead of disappearing into a no-reply address.
- Ticket-based workflow on status change
- Shared Workspace mailbox as the sender
- Replies return to the team
Everything a 1:1 email step needs.
Configured in the standard HubSpot workflow editor, on any object type: contacts, companies, deals, tickets and custom objects. Also new in 0CodeTools: Send Google Ads Conversion for offline conversions.
Several mailboxes
Connect personal Gmail and Google Workspace accounts, shared or individual. Pick the sender per workflow step.
Data tokens in To, Subject and Body
To, Subject and Body accept HubSpot data tokens from the enrolled record and its associated records.
Plain text or HTML
Plain text keeps your line breaks exactly as typed. HTML sends your own markup, so you control the layout.
Optional Reply-To
Send from one mailbox and collect replies in another. Leave it empty and replies go to the From address.
Logged on the timeline
Each sent email is logged on the enrolled record's timeline with From, To, Subject and the message.
Result you can branch on
The action returns SENT or FAILED. Route failures to a task, a Slack alert, or a second attempt.
What it is, and what it is not.
Send email with Gmail is built for personal, one-to-one messages triggered by what happens in your CRM. A few honest limits:
Google's limits apply
Emails sent by the workflow count toward the mailbox's normal Google limits: about 500 emails a day for a personal Gmail account, and up to 2,000 messages a day per Google Workspace user (lower on trial and brand-new Workspace accounts). For higher volume, use HubSpot marketing email or the Send email with SendGrid action.
One recipient per send
Each step sends to one address in To. There are no CC or BCC fields and no attachments yet. Link to files instead, or send a second step to a colleague.
Not a newsletter tool
Use HubSpot marketing email for campaigns and subscriptions. Use Gmail for the personal follow-up a rep would otherwise type by hand, and add an enrollment filter that skips contacts who unsubscribed from one-to-one or all email.
Questions about sending Gmail from HubSpot.
Short answers to what teams ask before installing. Replacing a whole stack of Zaps? Read how to replace Zapier with HubSpot workflows. For volumes by plan, see 0CodeTools pricing.
Send your first Gmail from a workflow today.
Install 0CodeTools, connect a mailbox, and add Send email with Gmail to any workflow, starting on the free plan. Want the whole follow-up flow designed for you? Tell us what you need.
- Install from the HubSpot Marketplace
- Connect Gmail or Google Workspace mailboxes in 0CodeTools
- Add the step, pick the sender, turn the workflow on
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