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HubSpot CRM

Google Workspace Integration & Core Concepts

Our HubSpot CRM is the central system where all customer relationships, sales processes, and support interactions are tracked and managed. It is tightly integrated with Google Workspace, allowing our team to work more efficiently and maintain continuity across tools.

Google Workspace Integration

HubSpot syncs seamlessly with the core Google Workspace apps we use daily, particularly Gmail, Google Calendar, and Drive:

  • Gmail Integration

    • One-click email logging and tracking directly from Gmail.

    • Access to HubSpot email templates and snippets inside your Gmail inbox.

    • Automatic syncing of conversations to the associated contact record in HubSpot for full visibility.

  • Google Calendar Integration

    • HubSpot’s meeting scheduling tool is linked to your Google Calendar.

    • Ensure all meetings are visible in the CRM timeline and accessible for follow-up.

Key Features Walkthrough

Core CRM Concepts: Contacts & Deals

  • Contacts
    A contact in HubSpot is any individual person we interact with—this could be a lead, a customer, a partner, or even a past prospect. Each contact record holds essential information like name, email, phone number, job title, company affiliation, and deal affiliation. It also stores a timeline of all communication, tasks, meetings, and notes associated with that person. One contact can be associated with multiple deals.

  • Deals
    A deal represents a potential or active sale. It tracks the progress of a particular opportunity through our sales pipeline. Each deal is associated with one or more contacts and typically includes information like when they requested a quote, emails sent to the contact, annual premium amount, and current stage in the pipeline.

  • Contacts + Deals

    When a lead enters the CRM—either by submitting a form or being added manually—both a contact and a deal are automatically created. These two records are linked using the contact’s email address.

    If a contact submits a quote request more than once on the website, HubSpot will not create a new contact (as long as the email address is the same), but it will create a new deal for each submission. To help identify repeat submissions, these duplicate deals are marked with this symbol in the deal title: ⚠️

    Once a deal is marked as “Won”, it is considered closed, and ongoing communication and account management should be handled through the contact record only—not by continuing to update the deal.

This CRM structure allows us to view the full context of every relationship—from the first email to the final sale—all in one place.