Zoho CRM for Gmail
Capture leads and contacts from Gmail
Zoho CRM for Gmail lets you create and update leads or contacts and link emails to their records. The Gmail add-on requires Standard or higher. Zoho's Free edition supports three users but does not include that add-on.
What is Zoho CRM?
Zoho CRM manages leads, contacts, accounts and deals. Free includes basic sales tracking and limited workflow actions. Paid editions add cadences and more advanced process controls.
Free allows three users and 5,000 records across all modules, with 10 MB of data storage and 1 GB of file storage. Contacts, deals and company accounts share that record allowance.
Zoho CRM interface languages
Arabic (Egypt), Indonesian, Bulgarian, Simplified Chinese, Traditional Chinese, Croatian, Czech, Danish, Dutch (Netherlands), British English, American English, French, German, Hebrew (Israel), Hindi, Hungarian, Italian, Japanese, Korean, Polish (Poland), Brazilian Portuguese, Portuguese, Russian, Spanish, Swedish, Thai, Turkish, Vietnamese
These 28 locales have full CRM interface support. Other languages need administrator-supplied label translations, while some system text stays in the default language. Gmail add-on languages may differ.
Who it suits
- Teams managing leads and contacts in desktop and mobile Gmail
- Sales teams that need Google Contacts and Calendar sync
Gmail mobile
Create or update CRM records from Gmail's mobile app with the Gmail add-on.
Contact sync
Schedule one-way or two-way Google Contacts sync, map fields and choose which system wins when updates conflict.
Email sequences
Use cadences from Standard upward to plan follow-up work alongside customer records.
How Zoho CRM works with Gmail
The Gmail add-on works in supported desktop browsers and the Gmail mobile app. Open an email to create or update a lead or contact, then link the message to their record. The Chrome extension also supports lead, contact and note actions.
Standard and higher support mailbox integration through POP3, IMAP or the Gmail API. Connect your mailbox and configure email permissions in Zoho CRM separately from installing the Gmail add-on.
Getting started
- Choose the Gmail add-on or Chrome extension. For the add-on, decide whether each user will install it or a Google Workspace administrator will manage installation.
- Install Zoho CRM for Gmail from Marketplace, authorize access and open a customer email. Add or find the lead or contact before linking the message.
- Set up Google Contacts and Calendar sync in the CRM's Google settings. Choose sync directions, map contact fields and set how to handle conflicting updates.
Zoho CRM features
31 parameters · 8 groupsAccounts
Personal Gmail
Support for a personal Gmail account, not only a Google Workspace organization.
- Plan-dependent
The Gmail add-on requires Standard or higher and supports personal and organization Gmail accounts.
Google Workspace
Support for Google Workspace Gmail accounts; administrator approval may be required.
- Plan-dependent
The Gmail add-on requires Standard or higher and supports personal and organization Gmail accounts.
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.
- Plan-dependent
Standard or higher.
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.
- Plan-dependent
Standard or higher. Scheduled one-way or two-way Google Contacts sync with field mapping and configurable conflict handling.
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.
- Plan-dependent
Requires the Zoho Projects integration, configuration and eligible Zoho Projects users.
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
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
Attach files or document-library items to CRM records and download them, subject to profile permissions. Each upload batch allows up to 10 files totaling 100 MB. Free includes 1 GB of file storage and cannot buy extra storage; paid allowances vary.
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
Zoho Notebook's Web Clipper saves pages, selections and screenshots to Notebook. Its CRM integration creates record-linked notes, but direct web clipping into a CRM note or task is not verified.
Reminders
Date-based or message-triggered reminders for a follow-up or task.
- Available
Calendar sync
Keep Google Calendar and the CRM in sync. Creating a single event or sharing a booking link is not ongoing sync.
- Plan-dependent
Standard or higher. One-way sync in either direction or two-way Google Calendar sync; recurring events do not sync.
Email linking
Associate or log email conversations with a contact, project or CRM record.
- Plan-dependent
The Gmail add-on requires Standard or higher.
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.
- Plan-dependent
Standard or higher. POP3, IMAP and Gmail API integration has been available on Standard since July 2025.
Email tracking
Track email opens, link clicks or both.
- Plan-dependent
Email Insights varies by edition. Standard includes response tracking and limited advanced filters.
Email templates
Reusable email message templates or snippets.
- Available
Mail merge
Send personalized email to multiple contacts from one campaign or bulk-send workflow.
- Plan-dependent
Personalized mass email requires Standard or higher, with edition-based sending limits.
Email scheduling
Schedule an outgoing email for a future send time.
- Plan-dependent
Scheduled individual email requires Enterprise or higher; mass-email scheduling requires Professional or higher.
Email sequences
Send a scheduled outreach sequence with multiple email steps. A single reminder is not a sequence.
- Plan-dependent
Cadences require Standard or higher, with edition-based limits on email and task steps.
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
Import records for other users. Assignment rules have additional edition requirements.
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.
- Available
Free includes limited workflow actions. Advanced rules and process tools vary by edition.
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
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.
- Plan-dependent
The Gmail add-on works in Gmail mobile on Standard or higher.
Pricing and plan requirements
Standard plan
$14/user /month
Standard · Billed yearlyFree trial available
Free plan limits
3 users5,000 recordsAcross all modules10 MB data storage1 GB file storage
Gmail access has restrictions The Gmail add-on requires Standard or higher. Free access for the browser extension is unverified; full email sync also needs a paid plan.
- The 5,000-record limit is shared across all modules.
- Gmail add-on access requires a paid plan.
What to check before choosing
- Email scheduling has higher plan requirements: mass-email scheduling starts on Professional, while scheduled individual emails require Enterprise or higher.
- An email linked through the add-on cannot be reassigned to another contact. Check the selected record before saving.
- Google Calendar sync excludes recurring events and reminders. Deleting and recreating its sync configuration can create duplicate events.
Zoho CRM: common questions
Is the Zoho CRM Gmail add-on free?
The Gmail add-on requires Standard or higher. The three-user Free CRM edition does not include it.
Does the Gmail API store every email in Zoho?
The Gmail API reads messages directly from Gmail servers. MailMagnet can store limited message details; IMAP and POP3 use different storage methods.
Does Google Calendar sync work both ways?
Yes. Choose two-way sync or one-way sync in either direction. Recurring events and reminders do not sync.
Compare Zoho CRM alternatives
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