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Communications ⇄ CRM

Gmail to Salesforce integration — real-time, two-way sync

Keep Gmail and Salesforce in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Gmail and Salesforce

Keep Salesforce and Gmail working from the same contacts, and log every call, message, and meeting back on the record, in real time and in both directions.

Salesforce holds the people the business talks to: the contacts, their phone numbers and email addresses, and which rep owns the relationship. Gmail is where the talking happens, whether that is calls, texts, email, or meetings. The two depend on the same people, and when the contact list in one drifts from the other, outreach goes to stale numbers and the record of what was said never makes it back to the account.

Stacksync syncs Cases, Campaigns, Tasks and Events, Products and Price Books in Salesforce with Labels, Drafts, Attachments, History in Gmail field by field, in real time, and in both directions. Current contact details flow out to Gmail so it can reach the right person, and the calls, messages, and meetings Gmail produces flow back onto the matching record in Salesforce. You decide which system owns which fields, and conflicts resolve by rules you set.

Common use cases

  • 01 Write product usage metrics computed in a warehouse onto Account and Contact fields so reps see adoption signals on the record.
  • 02 Trigger provisioning or billing changes in an operational database when an Opportunity moves to closed-won.
  • 03 Log sent and received Messages onto CRM contact and deal timelines automatically so reps never copy-paste email history.
  • 04 Create Drafts in a rep's mailbox from CRM templates and sequences, keeping sends authentic to the sender's address and signature.

Common sync patterns

Calls, messages, and meetings on the record

Activity handled in Gmail appears on the matching contact and account in Salesforce, so the next person sees the full history without leaving the CRM.

Where Gmail sends at scale: delivery and reply status back on the contact

Sends, bounces, opens, and replies from Gmail update fields on the contact in Salesforce, so lead status reflects what actually reached the person.

One contact list, opt-outs included

A number, address, or unsubscribe recorded in either system updates the other, so no one calls a disconnected line or messages someone who opted out.

What you can sync between Gmail and Salesforce

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Gmail objects Salesforce objects How this pairing syncs
History The incremental change log keyed by historyId; used for efficient delta sync so only mailbox changes since the last cursor are fetched. Campaigns Marketing membership data; read out for attribution analysis in the warehouse. History is specific to Gmail and Campaigns to Salesforce — each maps to any object or custom field on the other side.
Messages Individual emails with headers, body, and label state; read out to a CRM or warehouse for activity logging, and sent or modified two-way from sales tools. Tasks and Events Activity records; usually read-only in syncs to feed activity reporting. Messages is specific to Gmail and Tasks and Events to Salesforce — each maps to any object or custom field on the other side.
Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. Products and Price Books Catalog and pricing data; commonly mastered in an ERP and written into Salesforce. Threads is specific to Gmail and Products and Price Books to Salesforce — each maps to any object or custom field on the other side.
Labels User and system labels (INBOX, SENT, custom); applied and removed via sync to mirror pipeline stages or triage states from an external system. Custom Objects Org-specific tables with the __c suffix; discoverable via describe metadata so field mappings can be generated. Labels is specific to Gmail and Custom Objects to Salesforce — each maps to any object or custom field on the other side.
Drafts Unsent messages; created and updated from templates or sequence tools so reps review before sending from their own mailbox. Accounts Company records that anchor most syncs; typically mapped to customer tables in a database or ERP. Drafts is specific to Gmail and Accounts to Salesforce — each maps to any object or custom field on the other side.
Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. Contacts People linked to Accounts; synced two-way with marketing, support, and warehouse person records. Attachments is specific to Gmail and Contacts to Salesforce — each maps to any object or custom field on the other side.

How changes propagate between Gmail and Salesforce

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Gmail Salesforce Sub-second propagation

DetectionGmail notifies Stacksync of record changes through webhook events. Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the.

DeliveryEach detected change is written to Salesforce through its API, with automatic retries and rate-limit backoff.

Salesforce Gmail Sub-second propagation

DetectionChanges in Salesforce are captured at the source via change data capture — no polling loop against its API. Apex triggers are used whenever possible (Salesforce actively notifies Stacksync via an Apex trigger + callout class + remote site setting).

DeliveryEach detected change is written to Gmail through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Gmail: Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.
  • Salesforce: Daily API request allocations vary by edition and license count.
What ships with Gmail ⇄ Salesforce

Connect Gmail and Salesforce for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Gmail–Salesforce connection.

Real-time

Two-way sync

Changes in Gmail or Salesforce instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gmail or Salesforce data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Gmail or Salesforce record.

Observability

Monitoring

Track your Gmail ⇄ Salesforce sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Gmail and Salesforce.

How the Gmail and Salesforce connectors work

Gmail

Integration surface
Gmail API (REST, v1)
Authentication
OAuth 2.0 via Google — user-authorized consent with granular scopes (gmail.readonly, gmail.modify, gmail.send, gmail.labels); restricted scopes require Google's app verification for production use
Change detection
Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the mailbox (watch must be renewed at least every 7 days)
Capabilities
read · write · webhooks
Rate limits
Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.

Salesforce

Integration surface
REST, SOAP, and Bulk APIs
Authentication
OAuth login via a Salesforce user (browser-based authorization flow); requires "API Enabled" permission for polling mode, plus "Author Apex" and "Customize Application" OR "Modify All Data" for trigger mode
Change detection
Apex triggers are used whenever possible (Salesforce actively notifies Stacksync via an Apex trigger + callout class + remote site setting)
Capabilities
read · write · CDC
Rate limits
Daily API request allocations vary by edition and license count.
Salesforce setup guide
How it works

How to connect Gmail to Salesforce — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Gmail and Salesforce with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Gmail connected
    Salesforce connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Gmail and Salesforce objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Gmail ⇄ Salesforce
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Gmail Salesforce
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Gmail and Salesforce integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

Learn more about security
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 388 integrations available for Gmail and Salesforce.

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