Best CRM for Gmail and Outlook in 2026

Most of a B2B sale happens in email. The quote goes out in an email, the buyer's question comes back in one, and the agreement to ship is a line in a thread. If the CRM does not capture that thread, the rep has to copy it in by hand, and most reps won't.

So the question for a team on Gmail, Outlook or both is simple. Does the CRM capture email from the inboxes you use, on the plan you will buy? We compared seven CRMs on that, using each vendor's published plans checked on 30 September 2026. PromptLab is our own product and it ranks first, for reasons you can verify. The others have real strengths and we name them.

What to look for in a CRM for Gmail and Outlook

These are the criteria we used.

• Every inbox your team uses. Some CRMs are built around one mailbox. A mixed team, or a company that moves from one to the other, needs both.
• Email on the right contact. Captured messages should land on the contact and account, not in a separate list.
• Beyond email. Buyers also reply on WhatsApp and Telegram. A shared Inbox keeps those threads with the email on the same contact.
• The plan you need. Email capture is on some CRMs' first plan and a few tiers up on others. We quote the cheapest plan that has it.
• What happens after the email. Follow-up drafts and tasks matter as much as the capture.

The best CRMs for Gmail and Outlook at a glance

Swipe the table sideways to see every CRM →

Competitor prices were checked on 30 September 2026, and are billed annually unless stated.

The best CRMs for Gmail and Outlook

1

PromptLab

Our pickAI-native CRM for product salesPaid plans, a month$11.99 – $99 per seat

Best for: Teams on Gmail, Outlook or their own mail server

PromptLab captures email from Gmail, Outlook or your own mail server over IMAP, on every plan from Basic at $11.99 a user a month. Messages are filed on the right contact and sit in a shared Inbox beside WhatsApp and Telegram, so the whole conversation with a buyer is in one place.

After a meeting, AI drafts the follow-up email for you to review. Workflows can create a task or post to Slack when a quote changes status or a deal changes stage. Read how data gets in without typing in how to reduce CRM data entry.

2

Copper

Sales CRMPaid plans, a month$23 – $99 per seat

Best for: Google Workspace teams that live in Gmail

Copper is the CRM for Google Workspace teams. It runs inside Gmail and Calendar, adds prospects from LinkedIn without switching tabs, and syncs Drive and Contacts on every plan. Plans run from $23 to $99 a seat, billed annually.

The catch is that Gmail is the only inbox it syncs. If your sales office runs on Microsoft 365, or even a few reps do, their threads never reach the account. Quotes need a marketplace app, and there are no sales orders or sample tracking.

3

Dynamics 365

Enterprise suitePaid plans, a month$65 – $150 per seat

Best for: Microsoft companies with IT to configure it

Dynamics 365 Sales is the natural CRM for a Microsoft company. It works inside Outlook and Teams, and email sync is part of the product. Plans run from $65 to $150 a user a month, billed annually.

Meeting recording starts at $105 and CRM autofill at $150. Quotes, price lists and sales orders are built in, but there is no sample tracking, and setup often takes a Microsoft partner.

4

Proton.ai

Distribution AIPaid plans, a monthCustom pricing

Best for: Large distributors with ERP data and big catalogues

Proton.ai logs Outlook and Gmail email to customer records automatically. It is built for distributors, plugs into the ERP and tells reps who to call and who is due to reorder.

Buyers who confirm orders on WhatsApp or Telegram stay outside it. Pricing comes only after a demo, and there is no free trial. See our Proton.ai review.

5

HubSpot

Enterprise suitePaid plans, a month$7 – $150 per seat

Best for: Marketing-led teams that can add a hub

HubSpot has email sync, a free CRM and a $7 Starter plan, and its marketing tools lead the field. Quoting is an add-on in the separate Revenue Hub, and call recording starts at $90 a seat.

WhatsApp is an add-on and Telegram isn't supported. Professional and Enterprise carry a $1,500 to $3,500 onboarding fee.

6

Pipedrive

Sales CRMPaid plans, a month$14 – $79 per seat

Best for: Small teams that want a simple pipeline

Pipedrive is easy to learn, and full email sync starts on Growth at $39 a seat, billed annually. On the $14 Lite plan, full email sync is not included.

Quotes wait for Premium at $59. There are no price lists or sales orders, and Telegram isn't supported.

7

monday CRM

Sales CRMPaid plans, a month$12 – $28 per seat

Best for: Teams that want a flexible board-based CRM

monday CRM syncs email from the Standard plan at $17 a seat, billed annually. It is a friendly way to build a CRM from boards, with quotes from its $12 Basic plan.

On the $12 plan there is no email sync, and WhatsApp and Telegram aren't supported. Sales orders, samples and price lists are not there.

How we picked

We read each vendor's plan page for the cheapest plan with email sync. Then we asked which inboxes it covers, whether messages land on the contact and what else comes with it.

The CRMs that capture email from more than one provider on their first plan ranked first. Then those that cover one provider, then those that put email capture a tier or two up. Pricing was weighed last, because a cheap plan without the capture costs more in reps typing.

What email capture costs for 10 users

Take a team of ten reps and the cheapest plan that includes email capture. These figures multiply the listed seat price by ten, with each vendor's billing note.

PromptLab's Basic plan is $11.99 a month or $99 a year. Professional is $23.99 a month or $199 a year, and Business is $99 a month or $948 a year. Basic and Professional come with a 14-day free trial, with no card needed.

Questions to ask in the trial

Connect a real mailbox, not a demo one, and check these.

• Does an old thread show up on the right contact?
• Can a colleague see the thread without being copied?
• Does a WhatsApp or Telegram reply sit in the same place?
• What does the rep do after a meeting, and who writes the follow-up?

If your buyers also write on WhatsApp, see our best CRMs with WhatsApp integration.

Frequently asked questions

What is the best CRM for Gmail and Outlook?

PromptLab, if your team uses Gmail, Outlook or both. It captures email from Gmail, Outlook or your own mail server over IMAP on every plan from $11.99 a user a month.

Does Copper work with Outlook?

Copper is built around Gmail, and Gmail is the only inbox it syncs. A team on Microsoft 365 would need a different CRM for email capture.

Does HubSpot sync Gmail and Outlook?

HubSpot has email sync in its CRM. Its WhatsApp is an add-on and Telegram isn't supported, so chat threads stay outside it.

Can a CRM capture WhatsApp and Telegram as well as email?

PromptLab does. Its shared Inbox holds email, WhatsApp on your own WhatsApp Business number and Telegram on your company's bot, each thread on the right contact. Pipedrive has WhatsApp from $39 and no Telegram.

How much does a CRM with email sync cost for 25 users?

On PromptLab Basic, 25 users cost $299.75 a month billed monthly. On Pipedrive Growth at $39, 25 users cost $975 a month billed annually.