Email Integration That Connects Every Conversation to Your CRM

What CRM Email Integration Means Here

Customermates imports email threads from a connected Gmail, Microsoft Outlook, or IMAP account into its unified inbox. The same inbox also supports LinkedIn, WhatsApp, Instagram, and Telegram accounts. A connected account belongs to one user unless it is explicitly shared with the workspace.

This is an operational inbox, not an email-marketing suite. You can read synchronized threads, reply on the original channel, save or replace one local draft on an existing thread, change a thread's state, and link thread participants to CRM contacts. New outbound email can be sent immediately from a contact or through the API and MCP tools.

How to Connect Email

1. Open Profile → Connected accounts.
2. Choose Connect an account and complete the provider's hosted authentication flow.
3. Select the folders to import when the account supports folder selection.
4. Open the Inbox to read and reply to synchronized threads.

Authentication happens in the provider connection flow. Customermates does not ask you to paste a Gmail or Microsoft password into the CRM.

What Ships Today

Unified email threads. Incoming and outgoing email from connected accounts is synchronized into the inbox. Thread participants can be linked to CRM contacts, giving the team relationship context without claiming that every message is automatically attached to every deal or organization.

Immediate replies and new messages. Reply from an existing inbox thread, start a new email from a contact, or use the documented send_email API or MCP tool. Delivery is immediate.

Drafts for existing threads. Save one local draft per existing thread for a user to review. Saving again replaces that draft. Drafting does not deliver a message, and there is no draft object for a brand-new outbound email.

AI-accessible messaging. Authorized MCP clients can list connected accounts and threads, read messages, save a reply draft, and send email. Sending tools deliver immediately, so an agent should use the draft tool when human review is required.

External AI clients draft and send. Supported clients such as Claude, ChatGPT, and Gemini can use 49 MCP tools to read allowed context, draft one reply, and send where permitted. Customermates supplies the MCP endpoint, not the client, model, subscription, or autonomous result. Messaging tools are available on Pro and above.

Customer-run automation. Your own n8n instance or another automation service can use Customermates webhooks and APIs. Customermates does not host or bundle n8n, and the current product has no native scheduled-send, sequence, or bulk-campaign engine.

Scheduled email through an external provider. Write and review an individual draft in Customermates, then let a separately operated workflow and delivery provider schedule it. Customermates has no built-in send-later scheduler or campaign engine.

Individual email sending. Send a reviewed message to one recipient at a time through a supported account and keep it with the supported conversation history. Customermates does not provide bulk email or mass outreach; use a separate campaign provider for groups.

Email sequences in an external provider with n8n. Go beyond manual email with a separately operated n8n instance. Set up triggers there that send emails automatically based on CRM events:

• When a deal moves to "Proposal Sent," send a follow-up template after 3 days if no reply
• When a new contact is created from a web form, trigger a welcome email sequence
• When a customer-defined task date is reached, let an external scheduler send a notification through an external provider
• When a deal is marked as won, send a thank-you email to the customer

Build these workflows visually in a separate n8n instance with no coding required. Campaigns and sequences run in that workflow and an external delivery provider, not directly inside Customermates.

Connected-account transport is provided through Unipile, which stores data in France. In the managed cloud, the application database runs in the AWS Frankfurt region; hosting and other subprocessors, including US providers, are listed with their locations and transfer safeguards on the legal pages. See Privacy, Subprocessors, and the DPA.

The self-hosted build always uses the Starter feature set and does not include the unified inbox or connected accounts. The inbox is available only in Customermates Cloud from Pro upward, where each enabled provider and subprocessor remains a separate processing boundary.

Automated email workflows. A separate n8n instance and external delivery provider can handle follow-ups, welcome emails, deal-stage notifications, and reminders. Your team focuses on high-value conversations while the external workflow handles routine messages.

Controlled team collaboration. A teammate sees a conversation only when account, thread and CRM permissions allow it. Pro users can share individual threads with the workspace; Business and Enterprise can also share an entire connected account.

No tool switching. Your team continues using Gmail or Outlook as they always have. The CRM works in the background to capture and organize everything. Alternatively, they can compose and send directly from the CRM. Either way, the communication is logged.

Why Choose Customermates for Email Integration

Native integration, no separate add-on. Email integration is included from the Pro tier at €29 per user per month, as part of the unified messaging inbox alongside LinkedIn, WhatsApp, Instagram, and Telegram. There are no per-email charges and no separate email sync product to buy on top of Pro.

Documented hosting boundaries. In the managed cloud, the application database runs in the AWS Frankfurt region; hosting and other subprocessors, including US providers, are listed on the subprocessors page, and a DPA is available. Self-hosting has Starter feature set and excludes the cloud inbox.

n8n-powered email automation. Connect a separate n8n instance and external delivery provider through Customermates interfaces. Campaigns and sequences run outside the CRM; their plans, limits, logs, and costs remain separate.

Frequently Asked Questions

Get Started

Connect an account from Profile → Connected accounts, then open the Inbox. Read a synchronized thread, link its participant to the right contact, and either reply immediately or save a draft for review.