Best CRM for Gmail

As a Gmail user, you’re already familiar with the power of streamlined communication and easy organization. But managing customer relationships and tracking sales within your inbox can get overwhelming without the right tech stack. That's where a CRM for Gmail comes in handy. Integrating seamlessly with your existing workflow to help you manage contacts, track emails, and nurture leads directly from your inbox.
In this blog post, we'll dive into the best free CRM options for Gmail users like you, highlighting those that enhance your productivity, simplify your processes, and help you stay on top of every customer interaction without ever leaving your Gmail account.

Why you need a CRM

A CRM can change the way you manage your business operations and customer relationships. Below we unpack the challenges you face without one, and the benefits you can reap from implementing the right one.

Challenges without a CRM

Chances are, you might already be facing the following challenges without realising it. Once you're aware of them, it's hard to ignore the time they consume as you attempt to fix it without a CRM.

• Disorganization: Managing emails manually can lead to cluttered inboxes and lost information.
• Missed opportunities: Important emails can get buried, causing you to miss crucial business opportunities.
• Inefficient processes: Without automation, repetitive tasks consume valuable time.
• Lack of insight: Difficulty in tracking email interactions and understanding customer behavior.
• Inconsistent communication: Hard to maintain a consistent communication strategy across the team.

Benefits of a CRM

While it's understandable that you might not want to have to invest in yet another platform to add to your tech stack, there are benefits of a CRM that can affect your overall business, including the following.

• Centralized information: All customer data and email interactions are stored in one place for easy access.
• Enhanced efficiency: Automate routine tasks, freeing up time for more strategic activities.
• Improved customer relationships: Personalized communication and timely follow-ups enhance customer satisfaction.
• Better decision-making: Data-driven insights help in making informed business decisions.
• Increased sales: Streamlined processes and better customer management lead to higher sales conversion rates.
• Consistent communication: Ensure your team delivers a unified message to all clients.

3 ways you can boost your efficiency with a CRM as a Gmail user

1. Mapping your process

Defining and tracking the stages of your sales process is crucial for effective CRM usage. Start by identifying key stages such as lead capture, qualification, engagement, and closing. Use your CRM to create a visual pipeline that reflects these stages, allowing you to monitor progress and identify bottlenecks. This structured approach ensures that no lead falls through the cracks and helps you maintain a consistent follow-up routine.

2. Follow-up at the right time

Automated email and LinkedIn campaigns can significantly streamline your outreach efforts. Use your CRM to set up email sequences that nurture leads over time, providing them with valuable content and timely follow-ups. Additionally, integrate LinkedIn to send personalized connection requests and messages, further engaging your prospects. Automation not only saves time but also ensures that your communication remains consistent and professional.

3. Send targeted email campaigns

Effective nurturing strategies are key to upselling and cross-selling. Segment your existing leads and customers based on their previous interactions and purchase history. Use your CRM to send targeted email campaigns that introduce relevant products or services, offering special deals or personalized recommendations. By maintaining regular contact and providing value, you can foster long-term relationships and drive additional sales.

How to evaluate and choose the right CRM platform

With a lot of CRMs on the market to choose from, it can feel overwhelming if you're unsure where to start. Below are a few tips on what you should consider as part of your process.

1. Define your requirements

Start by identifying the key features your business needs. Look for functionalities such as seamless email integration, contact management, task automation, and analytics. Ensure the CRM supports Gmail's native features like email tracking and calendar sync, which can streamline your communication and improve productivity. To start with, you can look for the following key features.

Key features of a CRM for Gmail users

• Automated processes: Streamlines tasks by automating repetitive workflows.
• Contact enrichment: Automatically finds Leads, Customers email addresses and contact information, enhancing efficiency.
• Structured pipeline: Tracks Leads, Customers through defined stages, ensuring process clarity and effectiveness.
• Mail merge and email sequences: Increases communication efficiency with follow-up templates and automated sequences.
• LinkedIn connection: Seamlessly imports Leads, Customers from LinkedIn and tracks conversations within the CRM.
• Analytics Provides essential data analysis and predictive insights for better planning.

2. Budget considerations

It goes without saying that your budget considerations should be at the top of your list. Balancing cost and return on investment is crucial when choosing a CRM for Gmail. Evaluate the pricing models of different CRM platforms and consider both short-term and long-term costs. Free trials and tiered pricing plans can help you determine if a CRM offers the necessary features within your budget. Remember, a higher initial investment in the right CRM can lead to better efficiency and growth, making it worthwhile in the long run.

3. Research process

Researching and choosing the right CRM vendor involves several steps. Start by reading reviews and testimonials from other Gmail users. Check the vendor's reputation and customer support quality. Look for case studies or success stories from businesses similar to yours. Additionally, ensure the CRM vendor offers robust integration with Gmail and other tools you use daily, such as Google Drive and Google Calendar.

4. Get a demo

Trial and compare different CRM platforms specifically designed for Gmail integration. Most vendors offer free trials or demos, allowing you to test the CRM's usability and effectiveness. Pay attention to the user interface, ease of setup, and how well it integrates with your existing Gmail workflow. Gather feedback from your team and compare the pros and cons of each platform before making a final decision. An informed choice will help you select a CRM that enhances your email management and overall business operations. To get a demo of folk, you can contact their sales team here.

3 tips for implementing a CRM

At this stage, your main focus should be on getting to know your new CRM and how it can work for you – pay attention to any automation features it has so you can automate repetitive tasks that eat up a lot of your time.

1. Import your data in your new CRM

Transitioning to a new CRM involves migrating your existing data. The most efficient way to do this is by exporting your data as a CSV file from your current CRM. This ensures that all your critical information is seamlessly transferred to your new CRM.

2. Create a first pipeline

Once your data is imported, the next step is to set up your first pipeline with statuses that align with your Gmail workflow. This could include stages like "New Lead," "Contacted," "Follow-up Required," and "Closed." Customizing your pipeline to reflect your email communication process will help streamline your operations and improve efficiency.

3. Onboard your team

Effective implementation of a CRM requires that your entire team is on board and well-trained. Schedule training sessions to familiarize them with the new system, focusing on how it integrates with Gmail. Provide resources and support to ensure they can utilize the CRM to its full potential, thereby enhancing productivity and collaboration.

The 5 best CRMs for gmail

1. folk

folk is a modern CRM platform for managing contacts, workflows, and relationships, offering customizable pipelines, AI-driven tools, and integrations to enhance deal management and prospecting.

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Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling efficient outreach without manual data entry or additional costs for email services.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within folk, and use templates for quicker, streamlined communication.
• Mail merge: Full email sync, templates, and tracking features, enabling users to manage all communications directly from the CRM. Suitable for both Gmail and Outlook users.
• AI-powered features: AI tools assist in managing contacts and relationships, automating routine tasks, and suggesting actions to improve productivity.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Pros

• Ease of use: folk is praised for its intuitive interface, making it accessible even to non-technical users with quick onboarding and a minimal learning curve.
• All-in-one: folk streamlines your workflow by allowing you to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track interactions in a pipeline, eliminating the need for multiple tools and saving time and money.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within folk, and use templates for quicker, streamlined communication.
• Customizability: Custom fields, pipelines, and workflows.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Cons

• Reporting: Currently lacks reporting features, but there are plans for future implementation.
  

Price and plans

You can try folk for free with a 14-day free trial. After that, a monthly or annual subscription plan is as follows.

• Standard: $20 per user, per month
• Premium: $40 per user, per month
• Custom: Starts from $60 per user, per month

2. Streak

Streak is a customer relationship management (CRM) tool that integrates directly with Gmail, allowing users to manage their sales pipeline and customer interactions from within their email inbox. Designed to simplify CRM tasks, Streak offers features such as email tracking, mail merge, task management, and pipeline visualization, all seamlessly embedded in Gmail’s interface.

Key features

• Advanced CRM
• Mail merge 1500
• Shared pipelines
• Email tracking and snippets
• Google Workspace integrations

Pros

• Seamless Gmail integration: Streak is directly integrated into Gmail, allowing users to manage CRM activities without leaving their email inbox. This integration simplifies the user experience, especially for those already familiar with Gmail.
• User-friendly and intuitive: Because it operates within Gmail, Streak is easy to use and requires minimal training. The familiar interface makes it accessible even to those new to CRM software.
• Customizable pipelines: Streak allows users to create and customize pipelines to fit various workflows, such as sales, project management, and customer support, offering flexibility across different business processes.
• Email tracking and automation: Streak includes useful features like email tracking, mail merge, and automated follow-ups, which help users manage communication more effectively and improve response rates.
• Collaboration features: Streak enables real-time collaboration, allowing team members to share pipelines, emails, and notes, improving teamwork and visibility across sales or project management efforts.

Cons

• Limited advanced CRM features: Compared to standalone CRM platforms, Streak lacks some advanced features like detailed analytics, advanced reporting, and marketing automation, which may not meet the needs of larger or more complex organizations.
• Basic mobile experience: While Streak has a mobile app, it offers a more limited experience compared to its desktop counterpart, which might be inconvenient for users who need comprehensive CRM access on the go.
• Integration limitations: Streak has fewer integrations with other software tools compared to more robust CRM systems, potentially limiting its effectiveness for businesses that rely heavily on a variety of third-party applications.
• Potential email clutter: Since Streak operates within Gmail, managing a large volume of CRM data within an email interface can lead to clutter and make it harder to maintain a clear, organized inbox.
  

Price and plans

• Pro: Starts from $49 per user, per month.
• Pro +: Starts from $69 per user, per month.
• Enterprise: Starts from $129 per user, per month.

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3. Hubspot

Hubspot CRM is a user-friendly, scalable platform offering integrated tools for managing sales, marketing, customer service, and operations efficiently.

Key features

• Marketing Hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, perfect for managing Gmail contacts like leads and customers.
• Sales Hub: Provides deal tracking, pipeline management, sales automation, and reporting, seamlessly integrating with Gmail for efficient lead and customer management.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring excellent support for Gmail contacts.
• Operations Hub: Syncs and automates business processes across different systems, enhancing the management of Gmail contacts.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency, directly benefiting Gmail users managing multiple contacts.

Pros

• User-friendly interface: HubSpot is known for its intuitive interface, making it easy for Gmail users to manage leads and customers.
• Comprehensive free plan: Offers essential CRM features, ideal for startups using Gmail.
• Seamless integration with marketing tools: Integrates smoothly with marketing, sales, and service hubs, creating a unified platform for managing Gmail contacts.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing and lead nurturing, saving time for Gmail users.
• Extensive learning resources: HubSpot Academy offers free courses and resources to help users maximize the platform's potential.

Cons

• High cost at higher tiers: Pricing can become expensive at higher tiers, which may be prohibitive for small businesses scaling their Gmail operations.
• Limited customization in free plan: The free plan has limited customization options, restricting flexibility for growing businesses using Gmail.
• Complexity in advanced features: Advanced features like custom reporting have a steep learning curve, requiring additional training for Gmail users.
• Email marketing limits: The free plan restricts the number of emails you can send, a drawback for businesses with larger Gmail contact lists.
• Limited reporting capabilities in lower tiers: Detailed reporting features are often locked behind higher-priced plans, limiting insights for businesses on lower tiers.
  

Pricing and plans

• Starter: $15 per user, per month.
• Professional: $450 per user, per month.
• Enterprise: $1,500 per user, per month.

3. Pipedrive

Pipedrive is a web-based CRM for small businesses, offering lead management, automation, email integration, and customizable pipelines to optimize sales.

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Key features

• Lead and deal management: Centralized tools to manage leads and customer data, interactions, and sales pipelines, helping teams act quickly on opportunities.
• Sales automation: Workflow automation to handle repetitive tasks such as lead routing and follow-ups, allowing sales teams to focus on closing deals.
• Email integration: Full email sync, templates, and tracking features, enabling users to manage all communications directly from Gmail.
• Advanced reporting and analytics: Real-time data analytics and custom reporting tools to track sales performance, forecast revenue, and gain actionable insights.
• Customization and security: Options to customize pipelines, fields, and user permissions, with robust security measures to protect data.

Pros

• User-friendly interface: Known for its intuitive and visually appealing interface, making it easy for users to navigate and manage their sales pipelines.
• Sales pipeline focus: Specifically designed for managing sales pipelines, offering a visual approach that helps sales teams track deals and activities effectively.
• Customization: Allows for a high degree of customization, enabling users to tailor the platform to their specific sales processes with custom fields and workflows.
• Automation features: Includes automation tools that help streamline repetitive tasks, such as sending follow-up emails and moving deals through the pipeline, saving time and boosting productivity.
• Third-party integrations: Integrates with a wide range of third-party applications, such as Google Workspace, Slack, and Zapier, enhancing its functionality and flexibility.

Cons

• Basic reporting in lower tiers: The reporting and analytics features in the basic plans are somewhat limited, requiring upgrades to access more in-depth insights.
• No built-in email marketing: Does not include built-in email marketing features, requiring users to integrate with third-party email tools for such functionality.
• Limited customer support hours: Customer support is not available 24/7, which can be inconvenient for businesses operating in different time zones or needing immediate assistance.
• No free plan: Unlike some other CRM platforms, does not offer a free version, which may be a barrier for very small businesses or startups with limited budgets.
• Learning curve for new users: Although generally user-friendly, may still present a learning curve for users unfamiliar with CRM systems, especially in understanding the full capabilities of the platform.

Price and plans

An annual subscription plan basis is as follows.

• Essential plan: Starts from $24 per user, per month.
• Advanced plan: Starts from $44 per user, per month.
• Power plan: Starts from $79 per user, per month.
• Enterprise plan: Starts from $129 per user, per month.

4. Zoho

Zoho is a CRM system with a strong sales focus. Its got features such as journey orchestration, sales process management and workflow automation. There's also something for marketing teams, including lead hurting, event management and customer segmentation.

Key features

• Sales automation: Automates sales tasks like lead management, deal tracking, and follow-up actions.
• Lead and contact management: Manages customer information, tracks interactions, and segments contacts for targeted campaigns.
• Email integration: Integrates with popular email services for seamless communication and email marketing.
• Multi-channel communication: Integrates with email, phone, social media, and live chat to manage customer interactions.
• Customizable dashboards and reports: Allows users to create and customize dashboards and reports for in-depth analytics.

Pros

• Affordability: Zoho CRM offers competitive pricing with various tiers, making it accessible to small and medium-sized businesses as well as larger enterprises.
• Customization: Extensive customization options allow businesses to tailor the CRM to their specific needs, including custom fields, modules, and workflows.
• Integration with Zoho Suite: Seamless integration with other Zoho products (like Zoho Books, Zoho Projects, and Zoho Campaigns) creates a comprehensive ecosystem for managing different business functions.
• Multi-channel communication: Zoho CRM supports email, phone, social media, and live chat, enabling businesses to manage all customer interactions from a single platform.
• AI-powered features: Zia, the AI assistant, provides intelligent insights, predictive analytics, and task automation, helping to improve sales and marketing efficiency.

Cons

• Steep learning curve: The extensive customization options can be overwhelming for new users, requiring a significant time investment to master the platform.
• Complex setup: Initial setup and configuration can be complex, particularly for businesses without technical expertise or dedicated IT resources.
• Performance issues: Occasional reports of slow performance, especially with large datasets or complex operations, can hinder productivity.
• Limited third-party integrations: While Zoho integrates well with its own suite of products, integration with third-party applications can be limited or require additional effort.
• Customization requires technical knowledge: Advanced customizations often require technical expertise, which can be a barrier for non-technical users.

Price and plans

Free plan limited to three users suitable for small businesses. After that, an annual subscription plan is as follows.

• Standard: $20 per user, per month
• Professional: $35 per user, per month
• Enterprise: $50 per user, per month

Conclusion

Choosing the best CRM for Gmail can significantly enhance your business operations by centralizing your customer interactions, automating routine tasks, and providing valuable insights. Among the top contenders, folk stands out with its seamless integration, AI-powered features, and comprehensive contact management tools, making it particularly suitable for founders and startups. Streak offers a straightforward, Gmail-centric approach, perfect for those looking for simplicity and ease of use. HubSpot provides a robust, scalable solution with extensive marketing and sales tools, ideal for growing businesses. Pipedrive excels in sales pipeline management, while Zoho offers a highly customizable and affordable option. Evaluate your specific needs, budget, and desired features to select the CRM that will best streamline your Gmail-driven workflows and boost your business efficiency. For a modern, user friendly CRM experience, try folk for free here.

Need a helping hand? Use our free tool to find your perfect CRM match.

Frequently Asked Questions

What do Gmail users as a CRM?

Gmail users often use CRM solutions like folk, Streak, Hubspot, Pipedrive, and Zoho to manage their business operations efficiently within Gmail. These tools integrate seamlessly with Gmail, offering features such as email tracking, contact management, and workflow automation, helping founders stay organized and responsive.

Do I need a CRM?

Yes, depending on the complexity of your business processes, a CRM can be invaluable. It helps streamline your operations, manage customer interactions, and automate repetitive tasks, ultimately enhancing productivity and improving customer relationships.

How much does a CRM cost?

CRM costs vary widely, typically ranging from $15 to $150 per user per month. Some platforms offer free versions with limited features, while more advanced plans with comprehensive tools and integrations can be more expensive.

Does folk’s CRM respond to Gmail needs?

Yes, folk’s CRM is designed to respond to Gmail needs by offering full email sync, customizable email sequences, and LinkedIn integration. These features streamline communication, automate outreach, and centralize contact management, making it an ideal solution for Gmail users.