The Best CRM for Gmail

Can’t live without Gmail? You are not alone …

The *new* Gmail is more than just email. It’s a complete productivity platform

Gmail for Business” has a marketshare of 37% (Source: Datanyze) and the platform is used for important business functions including: project management, CRM, support, team collaboration and more.
While none of these functions are included out-of-the-box, they are available via third-party integrations.

An extremely valuable business function that Gmail is used for is Sales / CRM

There are hundreds of CRM solutions that integrate with Gmail. Some of them enable users to seamlessly manage prospecting and sales right from the Gmail Inbox; without the need for switching tabs.
Before we list the top CRM solutions that integrate with Gmail, it is important to note that there are two types of integrations: (1) Add-ons for Gmail and (2) Chrome Extensions for Gmail

What’s the difference and why should I care?

1. Add-ons for Gmail
The biggest advantage of “Add-ons” is the flexibility of where you can use it: You can use the Add-on in any browser or mobile app (Android & iPhone). It has clearly defined navigation and you can install multiple add-ons from different vendors …everything works just fine!
The biggest disadvantage of add-ons is limited functionality. Google is extremely strict about security (authorization scopes) and provides restricted access to vendors.

2. Chrome Extensions for Gmail
The biggest advantage of “Extensions” is that a fully functional app can be be built on top of Gmail with little or no restrictions. Great for power users!
– Bloated. Could slow down Gmail in your browser.
– Works only on the desktop. Only in Chrome.
– Extensions from different vendors may or may not work well each other. This can sometimes break the UI.
– Every time Gmail releases design changes, the extension UI can break.

If you are looking to use productivity apps on your mobile and want a “native” Gmail experience you consider the Add-ons for Gmail. If you are a power user and use Chrome on the desktop, you should consider the Extensions for Gmail.

Best CRM Integrations for Gmail

1. Streak : Widely considered as the “gold” standard in the “CRM for Gmail” space. Use cases include sales management, project management, hiring & customer support. Streak offers both: Full-feature Chrome Extension and the Limited-feature Add-on.
Pricing for 10 Users = $49/User X 10 = $490 per month

2. TeamWave : Integrated Software to Run Your Entire Business – CRM, Project Management, HR & More. TeamWave’s Add-on for Gmail currently offers only CRM. The features, UI & pricing are best suited for small & mid-sized businesses.
Pricing for UNLIMITED Users = $39 per month

3. Insightly : The Insightly Add-on for Gmail allows you to create contacts and leads, view records, and search your entire CRM from your inbox. Also you can send an email through any Gmail account from Insightly and automatically save a copy in the CRM.
Pricing for 10 Users [PROFESSIONAL PLAN] = $49/User X 10 = $490 per month

4. Accelo : By combining Accelo’s unique automated email tracking with its ability to manage the complete Service Operations lifecycle – from Quote to Cash – for any service business or team, this Gmail Add-on allows anyone to see the full context of an email conversation without leaving Gmail.
Pricing for 10 Users = $16/User X 10 = $160 per month

5. Capsule CRM : CRM for individuals, small businesses and sales teams wanting a simple and effective solution. Capsule extends G Suite to better manage leads, customers, partners and other contacts to grow your business. Work from Google Mail, Mobile or Desktop.
Pricing for 10 Users = $18/User X 10 = $180 per month

Insightly Alternative

Insightly is a “CRM + Project Management” solution for small businesses.

While it provides many features for CRM and PM, critical factors like usability, learning curve and significant setup time make Insightly unsuitable for small businesses. Also Insightly lacks the features to manage employees (HR). TeamWave is a complete platform to manage & streamline everything in your company: Project Management, CRM & HR. 

Why TeamWave is the leading Insightly Alternative.

1. Ease of Use

Small businesses need simple software that can provide most of the functionality out of the box. Essentially the software should have a minimal learning curve, setup time and save resources (time and money).

CRM customization is important for businesses – it helps a company align the CRM system with own processes and extend the functionality. Insightly doesn’t provide any default sales pipeline.

Here is what you need to do to set up a sales pipeline

  1. open up system settings
  2. enter the pipeline name
  3. assign it to opportunity/project
  4. add pipeline
  5. click on edit stages
  6. enter stages
Insightly Settings

TeamWave gives you get a pre-built sales pipeline with five sales stages that help you get started right away. You can also edit the sales stages with two clicks: click on settings and click on the stage which you wish to edit. Add additional pipelines from the same page.

TeamWave CRM Settings

Visual sales pipeline

Insightly only gives you a list view of all the sales opportunities. This is not capable of providing compelete visibility of the deals across all the sales stages.

Insightly Opportunity View

TeamWave’s CRM is built around a proven sales pipeline management methodology.

TeamWave’s Visual Sales Pipeline

Just some of the sales-related things you can do easily from a single page:

  • Check progress of each deal/opportunity
  • Add and move deals from one stage to another
  • Mark them as won/lost
  • Schedule deal activities
  • Select different sales pipelines
  • Figure out cumulative deal worth in each stage of the pipeline
  • Find out the rotten deals (no activity for specific number of days)
  • Filter deals via tags, deal ownership and deal state (open, won, lost, rotten)
  • Quickly connect with support via in-app messenger

Note: TeamWave also lets you toggle between list view and time line view of deals.

Time log in project

Insightly doesn’t have time log feature in project management. It can be done via integration with third party app (TimeCamp), but you’ll pay additional subscription fee. Here is what a user has posted on the Insightly forum:

Customer Quote from Insightly Forum

TeamWave offers time logging as an out-of-the-box feature. You can log time spent on each task and compare that with the estimated time. Download the time log report with a few clicks (individual projects/all the projects) and upload it to the invoicing app.

TeamWave’s Time Log Download Page


As a small business owner, time is your most precious resource. You need reporting capability that provides actionable insights quickly and helps you drive sales. While Insightly provides reports, it doesn’t have data visualisation capabilities. It needs to be connected with Power BI  (a reporting tool by Microsoft) to generate graphs and charts.

TeamWave’s reporting feature comes with essential pre-built reports, so you spend time in gathering actionable insights instead of configuring & creating reports. These reports are both graphical and tabular (downloadable in CSV/XLS format).

CRM reports have following categories:

  • Sales performance
  • Pipeline performance
  • Activity effort
TeamWave’s CRM Reports

Sales-related questions that can be answered with a few clicks:

  • What is the conversion rate of the deals present in different sales stages?
  • Who has maximum deal conversion rate in a particular time period?
  • From which sales stage are we losing most number of deals?
  • In terms of deal value or number, who has contributed the most to the sales pipeline?
  • Which sales rep is completing maximum number of sales activities?

Project Management reports have following categories:

  • Projects
  • Users
  • Time log
TeamWave’s Project Reports

Project-related questions that can be answered with a few clicks:

  • Which project is in a critical state with respect to overdue and total tasks?
  • Which project is contributing the most to the total number of overdue tasks across all the projects?
  • Which project has been continuously contributing more to the billable time log?
  • Which user has maximum work load? Who has the most number of overdue tasks?
  • Whether the time logged by team members has been consistently increasing or decreasing?


2. Collaboration

Collaborating with your team and clients is an important part of project delivery. Insightly neither gives you option to collaborate with clients nor a way to carry out discussions and share ideas with the team.

With TeamWave, you can collaborate with clients or vendors simply by inviting just one person from your client’s team and they will be able to independently add/manage their entire team.

TeamWave Client Collaboration

Discuss proposals, ideas and gather feedback from your team using the discussion board. Embed images and files right into messages. Give everyone a chance to weigh in on their own time. Reach consensus and keep important decisions on the record.

TeamWave Discussion Board

3. Price

Insightly has complex pricing structure that starts from $12/user per month and goes up to $99/user per month (annual subscription).

Insightly Pricing

Some of the major restrictions imposed by these pricing plans:

  • number of custom fields
  • number of records (contacts, leads, projects, tasks, events, emails, comments etc.)
  • file storage
  • integration (MailChimp)

TeamWave has a straightforward pricing – $3/user per month. If you choose annual subscription, the pricing is $2/user per month. All plans get all the features and apps – absolutely no restriction.

TeamWave Pricing

Here is the cost comparison for a company with 10 employees:



4. Application Suite

TeamWave is an integrated suite of business apps, which means you get Project Management, HR and CRM apps. Given below are some of the benefits:

Projects and HR: Project admin can keep track of the performance of the employees along with appreciation received from clients and log them as private notes in the HR app. During appraisal these notes can be reviewed for better decision making.

Sales and HR: In the HR app, if you add someone as the reporting manager of a sales rep, then the reporting manager will be automatically added as a deal follower whenever the sales rep adds a new deal. This fosters collaboration and helps in progress tracking.

Sales and Projects: Important files can be copied from deals to projects (example: requirement document) with a few clicks. Comes in handy when you commence project delivery after winning a deal.

Here is a sneak peek of our upcoming feature:

We’ll be providing tighter integration of CRM and project management app to help you directly convert won deals into project and smoothly transfer all the required files.

Insightly doesn’t offer HR management app. You’ll have to use Zapier to set up some form of integration and it’ll require additional subscription fee along with time.