Insightly CRM for Gmail

Contacts, leads and projects linked to Gmail

Insightly CRM for Gmail combines an inbox sidebar with a separate sales and project management app. The sidebar requires Google Workspace. Email sync saves conversations involving existing CRM contacts or leads.

Insightly CRM sales pipeline and opportunity management interface

What is Insightly?

Convert a closed opportunity into a project and copy its details and tasks. Delivery work then starts with the information collected during the sale.

Plus includes lead and contact management, projects, reports and prebuilt dashboards. Professional adds workflow automation and lead assignment rules. Enterprise includes those Professional features.

Insightly interface languages

Who it suits

Google Workspace teams handling sales and client projects
Teams that need to carry sales records into assigned delivery work

Projects

Carry opportunity details and tasks into a project when a sale closes. The delivery team can work from the information already recorded during sales.

Email sync

Match new Gmail messages to existing Contacts or Leads by sender or recipient address. Synced messages are grouped into conversation threads.

Tasks

Link tasks to CRM records, assign owners and due dates, and repeat tasks after completion. Use Activity Sets to create groups of tasks at once.

How Insightly works with Gmail

The Gmail sidebar matches senders and recipients to CRM records. Create contacts or leads, save email, use templates, or add related tasks and opportunities. Open the full record in the web app to edit more details.

Inbox Sync captures messages when at least one participant already exists as a Contact or Lead. Add relevant customer records before expecting their conversations to sync.

Getting started

Install the Gmail add-on using the Google Workspace account you use to sign in to Insightly. Check whether your administrator restricts add-on installation.
In User Settings > Email Settings, add a Synced Email Account and sign in with Google. Select your primary sending address and confirm that sync is enabled.
Create a contact and task, assign the task and check its record links. The task owner must set their own reminder.

Insightly features

31 parameters · 8 groups

Accounts

Personal Gmail Support for a personal Gmail account, not only a Google Workspace organization.: Not verified
Google Workspace Support for Google Workspace Gmail accounts; administrator approval may be required.: Available
Use the same Google Workspace account to sign in to Insightly and its Gmail add-on. Install on desktop before using the add-on in Gmail on Android or iOS.

Customer records

Contacts Create and maintain CRM records for individual people.: Available
Companies Store company information and link it to customer work through company records or fields on contacts.: Available
Custom fields User-defined fields on CRM records, beyond changing a layout or renaming a status.: Available
Custom field counts and advanced field types vary by plan.
Contact sync Keep Google Contacts and the CRM in sync in one or both directions. A one-time import or browser capture is not ongoing sync.: Available
Paid CRM plans: contacts sync from Insightly to Google after administrator enablement. Changes in Google do not sync back.

Work management

Sales pipelines Track sales opportunities or deals through defined stages. A general project list is not a sales pipeline.: Available
Deals Track sales opportunities with a status or stage. This includes projects used to manage deals.: Available
Projects Manage projects through dedicated records or workflows beyond tracking a sales opportunity.: Available
Tasks Create actionable tasks with an owner, status or due date.: Available
Notes Save internal notes associated with a contact, email or CRM record.: Available
Save notes on contacts, organizations, opportunities and projects. Notes can be exported separately.
Files Find, attach or download files linked to CRM records or conversations. Files may be stored in the CRM, linked from cloud storage or retrieved from email.: Available
Upload files under 20 MB to a record's Related > Files section. Bulk downloads allow up to 50 files and 1 GB and require read permission. Google Drive, Dropbox, Box and OneDrive links keep files in the source service, with its access permissions.
Web capture Save a webpage link, selected text or an area capture directly from the browser into a CRM note or task. Contact extraction, manual copy and paste, and a URL field alone do not count.: Not verified
Copy selected Evernote items into a record's Notes subtab using Add Evernote within Insightly. Direct browser capture of a webpage URL, selected text or page area into a CRM note or task was not verified. Sharing Evernote notes requires Evernote Enterprise.
Reminders Date-based or message-triggered reminders for a follow-up or task.: Available
Only the task owner can set and receive its reminder.
Calendar sync Keep Google Calendar and the CRM in sync. Creating a single event or sharing a booking link is not ongoing sync.: Available
Paid CRM plans: events sync with the default Google Calendar in both directions. Edit externally created events in their original calendar. Task and milestone feeds are read-only.

Email

Email linking Associate or log email conversations with a contact, project or CRM record.: Available
Use the Gmail add-on with the same Google Workspace login as Insightly. Android and iOS access require desktop installation first.
Email sync Automatically update CRM email activity from new Gmail messages or their metadata, including rule-based capture. Copying message bodies or importing old mail is not required. Manual logging alone is not synchronization.: Available
Messages sync when an existing Contact or Lead participates. Sync stops after 30 days of account inactivity.
Email tracking Track email opens, link clicks or both.: Available
Paid CRM plans: track opens and clicks on template emails sent from Insightly. Not available during trials.
Email templates Reusable email message templates or snippets.: Available
Use templates in the Gmail add-on with the same Google Workspace login as Insightly. Install on desktop before using it on Android or iOS.
Mail merge Send personalized email to multiple contacts from one campaign or bulk-send workflow.: Available
Use templates and personalized merge fields in batches of up to 50 contacts or leads. The daily sending quota is shared across the account.
Email scheduling Schedule an outgoing email for a future send time.: Available
Plus, Professional and Enterprise: schedule messages within the next seven days.
Email sequences Send a scheduled outreach sequence with multiple email steps. A single reminder is not a sequence.: Not verified

Collaboration

Shared inbox A shared email workspace where multiple people handle the same conversations.: Not verified
Team assignment Assign customer work, records, tasks or conversations to another team member.: Available

Automation

Workflow automation Use configurable triggers or rules beyond ordinary email sync, including task or record actions and contextual note reminders. Background sync alone is not workflow automation.: Plan-dependent
Requires Professional or Enterprise.

Data

Reporting Built-in CRM reporting or dashboards, including documented statistics views.: Available
Data import Import CRM records from a file or another supported data source.: Available
Data export Export CRM records or reports to a downloadable file.: Available
Administrator permission is required. Export formats have limited coverage of saved emails and files.
API access Work with CRM data through a documented developer API. A list of third-party integrations is not a developer API.: Available

Mobile

Mobile CRM Officially supported CRM access through a mobile app or mobile web interface.: Available
Gmail mobile CRM functionality inside the Gmail Android or iOS application, normally through a Gmail add-on.: Available
Install the add-on on desktop first, then use it in Gmail on Android or iOS. The Google Workspace login must match Insightly.

Pricing and plan requirements

Plus plan

$29/user /month

Plus · Billed yearlyFree trial available

View pricing

What to check before choosing

The Gmail sidebar requires the same Workspace login as Insightly. Install it on desktop before using the add-on in Gmail on Android or iOS.
Email sync stops after 30 days of inactivity and requires reauthorization. Scheduled sends on paid plans must fall within seven days. Sending quotas are shared across the account.
Ask an administrator for export permission. CSV excludes saved emails, attachments, events and comments; XML has partial coverage. Check the format before using an export as a communication archive.

Insightly: common questions

Does Insightly automatically save all Gmail messages?

No. At least one participant must already be a Contact or Lead in Insightly. You can enable creation of other contacts from a qualifying thread, but the first match still requires an existing record.

Which Insightly plan includes workflow automation?

Professional and Enterprise include workflow automation. Annual-billing prices are $29 per user per month for Plus, $49 for Professional and $99 for Enterprise. Plus includes contacts, projects and reporting.

Does Insightly sync Google Contacts in both directions?

No. After an administrator enables it, Insightly copies contacts into Google Contacts. Changes made in Google do not return to Insightly.

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