Gmail is now a step in HubSpot workflows. Send email with Gmail is a new 0CodeTools workflow action: connect multiple Gmail and Google Workspace (formerly G Suite) mailboxes, and any workflow can send an email from a rep's inbox or a shared one like support@, with no Zapier Zap in between.
Here is why teams asked for it. A deal closes, a ticket is resolved, a renewal is 60 days out. The customer should get a short note from their rep or from the team inbox, and on HubSpot Professional a workflow can't send it natively, so someone opens the record and sends it by hand.
The workflow Send email action sends an automated marketing email (Marketing Hub Professional or Enterprise). You can show the contact owner as the sender, but it's still a marketing email: it only reaches marketing contacts and carries a subscription footer by default, even on a renewal notice. The internal notification action only emails your own team.
Natively, HubSpot automates a one-to-one email from a rep's inbox only through sequences. Enrolling contacts from any workflow takes Sales Hub or Service Hub Enterprise; on Professional, only a sequence's own form-submission and page-view automations can enroll.
Use workflow to trigger a sequence, opened in 2017, is one of the most-voted workflow ideas in the HubSpot Community, and HubSpot delivered it for Enterprise only. One user there said that when a deal closes and the contact has to be enrolled by hand anyway, they "might as well send the template through gmail."
Sequences also send from one person's inbox, not a team address like sales@ or billing@. The idea Sending sequences from a shared inbox had 241 votes as of September 2026, and HubSpot marked it Not Currently Planned in May 2025.
Send email with Gmail sends that email as a workflow step on Professional or Enterprise. It sends from a Gmail or Google Workspace mailbox you connect, a rep's own or a team address like support@, to the address in To, whether or not that person is a marketing contact. The email contains only what you write, with no subscription footer.
It runs in contact, company, deal, ticket and custom object workflows, takes HubSpot data tokens in To, Subject and Body, and logs each sent email on the record's timeline. Each sent email uses 1 credit, and the free plan includes 100 actions a month. It launched for all 0CodeTools users on September 24, 2026, together with Send Google Ads Conversion.
Send a Gmail email from the rep when a deal closes
When a deal moves to Closed won, the customer should hear from their rep that day. On Professional, a sequence can't start from a deal stage change, so natively the rep sends this note, or enrolls the contact in a sequence, by hand. In this workflow, the stage change sends the note from Maria's Gmail, and a branch turns a failed send into a task for a person.
Click the Send email with Gmail step to open its configuration, and hover the (i) icons to read the in-product help. Then click the Branch.
Send a Gmail email from maria@biglytics.net Subject: Next steps
Check branches in order: = SENT, = FAILED, and None met.
The panel above shows all seven fields. Three decide who sends and who gets the reply:
- From is a dropdown of every mailbox you connected in 0CodeTools.
- To takes a typed address or a token. In a deal workflow like this one, Email (Contact: Most recently updated) pulls the email of the deal's most recently updated contact. One recipient per send.
- Reply-To is optional. Leave it empty and replies go to the From address, or set a team address so anyone on the team can answer.
Subject and Body take HubSpot data tokens from the enrolled record and its associated records, like the contact's first name in the body above. Each sent email is logged on the enrolled record's timeline. Here that's the deal, and in a ticket workflow it's the ticket, so anyone working the record can see what went out.
Connect multiple Gmail and Google Workspace mailboxes
One HubSpot account can connect several Gmail and Google Workspace mailboxes: each rep's inbox, and shared ones like sales@ or support@. That matters when a team follow-up goes out from one person's inbox: the customer replies to that person instead of the team, and the thread stalls when they're out.
Mailboxes live in 0CodeTools under Integrations → Gmail. Connect one for each sender: a rep's Google Workspace (formerly G Suite) or personal @gmail.com account, or a team address like sales@ or support@ that has its own Google sign-in. Every connected mailbox shows up in the From dropdown of every Send email with Gmail step.
Every Gmail or Google Workspace mailbox connected in 0CodeTools appears here.
Send a Gmail email from maria@biglytics.net Subject: Next steps
Click a mailbox to change the sender. Sample data.
The Gmail card under Integrations lists the two permissions you grant: "Send email on your behalf (we cannot read your inbox)" and "View your email address (to label this connection)". The integration passed Google's verification review before launch.
Send Gmail emails from the contact owner's inbox
Because From is a dropdown of connected mailboxes, it can't follow the contact owner by itself. The pattern is a branch: check Contact owner, give each path its own Send email with Gmail step with that rep's mailbox, and add a None met path that falls back to a shared address, so nobody gets skipped. In the workflow below, a demo request form submission gets a Gmail reply from the contact's owner.
Check branches in order: Maria Lopez, Tom Becker, and None met.
If you assign owners with HubSpot's Rotate record to owner action, put this branch right after it. Our guide to lead routing in HubSpot covers the assignment side.
Each rep is one path, so this suits a team with a handful of senders. When someone joins or leaves, update the branch in every workflow that uses it.
Plain text or HTML, not a marketing template
Some HubSpot Community users ask for true plain text because recipients recognize a designed HTML email as marketing. Plain text is the default here: line breaks are kept and the text is shown exactly as typed.
Switch Body format to HTML when you want your own layout: a signature block, a button, a table. The body is sent as your markup, so use inline CSS, because most mail clients ignore stylesheets. Toggle the preview to compare:
Hi Jordan, Welcome to Biglytics. Your onboarding call is set for Tuesday at 10:00. Add the call to your calendar: biglytics.net/book Bring one report your team rebuilds every week, and we will automate it together. Maria Lopez Biglytics
Sent from a real mailbox, so replies land in that inbox. Sample data.
Four more HubSpot workflows that send Gmail emails
Each one comes from a HubSpot Community thread where people were sending the email by hand, or were told the native fix needs Enterprise. We rebuilt each one as a single workflow with Send email with Gmail, for a fictional company, Biglytics.
1. Follow up on deals with no activity for 7 days
A Professional user built a follow-up sequence for deals with no activity for 7 days, then learned the workflow action to enroll it is Enterprise-only. Here, the deal workflow sends the check-in from Tom's Gmail for deals sitting in Presentation scheduled.
Send a Gmail email from tom@biglytics.net Subject: Checking in
With more than one rep, swap the single step for the owner branch above, using Deal owner.
2. Send renewal reminders 60 days out, from the account manager's Gmail
Another user wanted renewal emails 60 days before a subscription ends, sent as one-to-one mail. The answer at the time was a one-step sequence, which a workflow can only start on Enterprise. Here, the renewal deal's workflow sends the first reminder in HTML, waits 30 days, checks whether the renewal closed, and only then sends a second note.
Send a Gmail email from maria@biglytics.net Subject: Your renewal is coming up
Delay for 30 days
Check branches in order: Closed won and None met.
A workflow is not a sequence: it won't stop on its own when the customer replies. That's why the branch checks the deal stage before the second note goes out, and why every follow-up should check the record first.
3. Follow up on closed tickets from support@, not a rep's inbox
Support, sales and finance teams on that 241-vote shared-inbox thread want customer email to come from the team address, not one person's account. Connect support@ as its own Google Workspace mailbox and a ticket workflow sends the check-in from it. Leave Reply-To empty, and the answer comes back to support@, not to one rep's mailbox.
Send a Gmail email from support@biglytics.net Subject: Did we solve it?
The same setup covers the finance case from that thread: an initial notice from billing@, then Delay steps and further notices, all from the shared mailbox, so no one's personal address goes on a payment notice.
4. Send the confirmation as soon as a date is entered on the record
In another thread, an operations team filled in an Inspection Date property and then emailed the customer a confirmation by hand. At Biglytics, customer success sets Onboarding call date, and the workflow sends the confirmation from Maria's Gmail with Reply-To set to the team inbox, so anyone on the team can reschedule.
Send a Gmail email from maria@biglytics.net Subject: Your onboarding call
Route failed Gmail sends to a person
The action returns one output, Result: SENT or FAILED, so put a Branch on it, as in the first workflow. A FAILED path can create a task for the owner, send a Slack notification, or try a different mailbox. Failed sends don't use credits.
The SENT path is optional. Use it when a property should record that the first touch went out, like the Onboarding status update above.
Gmail and Google Workspace sending limits, and what the action doesn't do
- Google's daily limits apply per mailbox: about 500 emails a day for a personal Gmail account and up to 2,000 messages a day for a Google Workspace user. Trial and new Workspace accounts start at 500 a day until the domain has paid at least $100 in total, and the increase can take up to 75 days.
- Workflow sends share the limit with everything that person sends by hand.
- One recipient per send. There are no CC or BCC fields and no attachments yet. Link to files instead.
- It isn't for campaigns. HubSpot itself warns that marketing mail dressed up as personal notes is more likely to be flagged as spam, so keep newsletters and lists in marketing email.
- Respect opt-outs. Add an enrollment filter that leaves out contacts who unsubscribed from one-to-one or all email.
- Workflows need a Professional or Enterprise plan of Marketing Hub, Sales Hub, Service Hub, Data Hub, Smart CRM or Revenue Hub.
Need CC, BCC or more volume than one mailbox allows? 0CodeTools also has Send email with SendGrid, which has CC and BCC fields and is meant for transactional and higher-volume sending.
How to set up Send email with Gmail
- Install 0CodeTools from the HubSpot Marketplace, or create an account at toolbox.resonatehq.com. The free plan needs no credit card.
- Connect your Gmail and Google Workspace mailboxes in 0CodeTools under Integrations → Gmail, one for each sender. Each connected mailbox appears in the From dropdown.
- Add Send email with Gmail to any workflow. It's listed under 0CodeTools: Workflow Toolbox in the Integrated apps section of the action picker. Pick From, map To, write Subject and Body.
- Branch on Result so a failed send reaches a person.
Before you turn a workflow on, test it on a record whose contact has your own email address. You get exactly what the customer would get.
Send Gmail from HubSpot without Zapier or custom code
Gmail is the most popular email app on Zapier (Zapier's Email category sorted by most popular, checked September 28, 2026), where the step is called Send Email. With a Zap, a deal-stage email means looking up the deal's contact by record ID, and the sent email needs a BCC or an extra step to show on the HubSpot record.
One admin who wired the Gmail API into a custom code action found that the Google login token expires, and the accepted answer was to run your own authentication server. With Send email with Gmail, the trigger, the Gmail step and the record update live in one HubSpot workflow, the contact's properties are data tokens in To, Subject and Body, and the email is logged on the record.
Zapier's own HubSpot + Gmail templates cover the same jobs: a Gmail email for a new HubSpot contact, a new form submission or a contact added to a list. Our guide to replacing Zapier with HubSpot workflows walks through which Zaps to move and which to keep.
What Send email with Gmail costs
1 action credit per sent email, and failed sends are free. The free plan includes 100 actions a month, and paid plans run from $49/month for 3,000 actions to $249/month for 70,000.
Compare it with HubSpot's native email options on the Send email with Gmail page, or start free at toolbox.resonatehq.com.
Related guides
- Send email with Gmail - the product page, with the native options compared side by side.
- How to Replace Zapier with HubSpot Workflows - the full map of Zaps you can rebuild inside HubSpot.
- Send Offline Conversions from HubSpot to Google Ads - the Google Ads action we launched alongside it.
- Add an Approval Step to Any HubSpot Workflow - put a manager's OK in front of a sensitive email.