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    Integrations · Gmail, Outlook and HubSpot

    Add email leads to HubSpot automatically

    When a new enquiry lands in Gmail or Outlook, create the HubSpot contact with the details filled in, and draft a reply while the lead is still warm.

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    The ClearMakes Inbox team · Last updated 29 September 2026

    What is the email to HubSpot workflow in ClearMakes Inbox?

    It is a ClearMakes Inbox workflow that watches Gmail or Outlook for new enquiries, pulls out the sender's name, company and request, and creates or updates the contact in HubSpot. It can also draft a reply for you to check. You describe it in one sentence. There is a free plan; paid plans start at $29 a month.

    What the email to HubSpot workflow does

    It saves you copying details from an email into HubSpot by hand. You decide which emails count as leads and which fields to fill.

    Example workflow

    “When a new enquiry arrives in Gmail, add the person to HubSpot with their name, company and what they asked for, and draft a reply for me to check.”

    1. When an email arrives in Gmail
    2. Stop if it is not a new enquiry
    3. Pull out the details: name, company, request
    4. Create the contact in HubSpot
    5. Draft a reply
    Example workflow

    “When someone emails sales@ in Outlook asking for a quote, add them to HubSpot and tell #sales in Slack.”

    1. When an email arrives in Outlook
    2. Check it asks for a quote
    3. Pull out the details: name, company, what they need
    4. Create the contact in HubSpot
    5. Post to #sales in Slack

    As one person asking for faster email triggers put it, “lead response time is critical”. Putting the contact in HubSpot and a draft in your mailbox in the same run means nobody has to do both by hand. (Quote from a Zapier community thread, read 29 September 2026.)

    How to set up email to HubSpot

    Connect your mailbox and HubSpot, describe the workflow in a sentence, and check each step before you switch it on. You need a HubSpot account where you are allowed to connect apps.

    1. Create a free ClearMakes account

      Start from ClearMakes Inbox.

    2. Connect Gmail or Outlook

      Open Apps and connect the mailbox the enquiries arrive in.

    3. Connect HubSpot

      Find HubSpot in Apps, choose Connect and sign in. HubSpot shows what the app may do before you agree.

    4. Describe the workflow

      Name the fields you want filled, and say “only if they are not in HubSpot yet” if you want no duplicates.

    5. Check the HubSpot step

      Inbox picks the HubSpot action from HubSpot's own list, so it can only choose one that exists. Check it is the one you meant.

    6. Switch it on and check the first contacts

      Each run lists what it pulled out and what it created, so you can compare it with the email.

    Other ways to get email leads into HubSpot

    HubSpot's own tools may already log emails for you, depending on your HubSpot plan, so check those first. Automation tools are for choosing which emails become contacts and filling the fields from the email itself.

    Ways to add email leads to HubSpot
    WayWhat it costsGood atWatch out for
    By handYour timeFull controlSlow replies; details copied wrong; leads forgotten on busy days
    HubSpot's own inbox and email loggingDepends on your HubSpot planStaying inside HubSpotHubSpot users report a new contact for every email when it is set up broadly; check your settings
    Zapier (Gmail “New Email” → HubSpot “Create or Update Contact”)Free: 100 tasks a month, two-step Zaps. Professional: $29.99 a month for 750 tasksExact field mapping; many HubSpot actionsEach successful action is a task; pulling details out of free text needs extra steps
    ClearMakes InboxFree: 3 apps, 100 runs a month. Starter: $29 a month for 5,000 runsReading the email in plain words; contact, reply and Slack post in one runAI can misread an email; check the first contacts
    Checked on 29 September 2026: Zapier Gmail + HubSpot, Zapier pricing. The HubSpot report comes from a HubSpot Community thread titled “Stop creating a new contact for every email I get”.

    Limits, and who this is not for

    If your leads come in through a web form, use HubSpot's own forms: they write straight into HubSpot. This workflow is for leads that arrive as ordinary emails.

    • Not a CRM. HubSpot stays your record of the customer; Inbox only fills it in.
    • AI pulls details out of free text. It can miss a phone number or read a signature wrong, so look at the first contacts.
    • Free plan: 3 apps and 100 runs a month. A busy sales mailbox needs Starter or Growth.
    • Replying fast matters as much as logging: see lead response automation for email.

    Questions people ask

    Will it create a new HubSpot contact for every email?

    Only for the emails you describe. Say “only new enquiries” and “only if they are not in HubSpot yet”, then check the steps before you switch it on. Newsletters, receipts and replies from existing customers can be told apart with a check step.

    Which details can it put into HubSpot?

    Whatever you name that the email contains: usually name, email address, company, phone number and what they asked for. The workflow pulls these out with AI, so check the first few contacts it creates.

    Does it work with Outlook as well as Gmail?

    Yes. Connect Outlook instead of Gmail and describe the same workflow. You can also connect both and have one workflow for each mailbox.

    Can it also reply to the lead?

    Yes. Add “draft a reply for me to check” or “reply straight away” to the sentence. Drafting is the safer start; you can switch to sending once you trust the replies.

    How much does it cost?

    Free covers 3 connected apps, 2 new workflows a month and 100 runs a month: enough for Gmail, HubSpot and one more app. Starter is $29 a month for 5,000 runs. One run is one email that starts the workflow, with all its steps.

    Keep reading

    Put new email leads into HubSpot for you.

    Connect your mailbox and HubSpot, type one sentence, and check the steps.

    Try Inbox free

    Free plan: 3 apps, 2 new workflows and 100 runs a month.