Plutio + Gmail Integration (2026)

Popular automations

What you can do with Gmail and Plutio

The Gmail-Plutio connection captures email data and turns it into CRM actions. You control what happens through labels, filters, and Zapier conditions.

Create contacts from emails

When you receive an inquiry from a potential client, label the email "New Lead" and Zapier creates a contact in Plutio with the sender's name and email address. You skip the manual data entry of copying email handles into your CRM. The contact exists and is ready for follow-up before you even reply to the email.

Log communications to contact records

For existing clients, Zapier can add email activity to their contact notes in Plutio. Every email from a specific client domain adds a timestamped note showing the email subject and date. When you open a client's contact record months later, you see the full communication history without searching through your inbox.

Create follow-up tasks

Star an important email in Gmail and Zapier creates a task in Plutio with the email subject as the task title. Set a due date to ensure you follow up. The task links back to the email context so you remember what needs to be done.

Start projects from proposals

When a client replies "yes" to your proposal email, label it "Project Approved" and Zapier creates a new project in Plutio with the client's name. The project is ready for you to add tasks and start work immediately.

Track contact form submissions

If your website contact form sends email notifications to Gmail, Zapier captures each submission and creates a contact in Plutio. You build a lead database automatically from every website inquiry.

How do I avoid creating contacts from spam?

Three approaches prevent unwanted contacts: label-based automation (recommended), Zapier filters, or Gmail filters.

Label-based automation (recommended)

Use "New Labeled Email" as the starting event. Only emails you manually label enter the automation. No spam email gets processed because you never label spam. This approach requires one extra click per email but ensures perfect data quality.

Zapier filters

Add a Filter step in your Zapier workflow that checks email attributes before creating contacts. Filter conditions could include: sender email contains "@yourdomain.com", subject contains "contact form", or sender is not in your blocklist. Emails that fail the filter skip the contact creation step.

Gmail filters

Configure Gmail to auto-label certain emails before they reach your inbox. For example, emails from your website contact form domain could automatically receive a "Contact Form" label. Then your Zapier workflow watches for that specific label. Legitimate inquiries get labeled automatically; spam does not.

Start with label-based automation and add Gmail auto-labeling later once you identify patterns. Manual labeling ensures you catch legitimate leads that automated filters might miss.

How do freelancers use Gmail with Plutio?

Different freelancers use the Gmail integration for different workflows. The common thread is reducing manual data entry from inbox to CRM.

Consultants capturing leads

Consultants receive inquiry emails asking about their services. Instead of copying email handles to a spreadsheet, they label each legitimate inquiry and Zapier creates the contact in Plutio. The consultant can then send a proposal from Plutio's proposal system, keeping the entire sales process in one tool.

Agencies tracking client communication

Agency account managers email clients throughout the day. Zapier logs each email exchange to the client's Plutio contact record. When another team member takes over the account, they can see the full communication history without access to the original email threads.

Designers qualifying leads

Designers receive portfolio inquiries that vary widely in quality. They review each email and only label serious inquiries. Low-quality leads ("how much for a logo?") are ignored. High-quality leads (detailed project descriptions) get labeled and become Plutio contacts with follow-up tasks attached.

Coaches managing discovery calls

Coaches receive booking confirmations from their scheduling tool via email. Zapier creates a contact in Plutio and a task to prepare for the call. The coach starts each week with a clear task list of upcoming discovery calls and the contact records ready for notes.

What if my Gmail automation breaks?

Check Zapier's Task History first because the log shows exactly which sync failed and why. Most issues come from authentication expiration or filter misconfiguration.

Common issues and fixes

• "Authentication expired": Gmail tokens expire periodically. Go to Zapier's My Apps section, disconnect Gmail, and reconnect it. Re-authorize when prompted.
• "Too many emails processing": The "New Email" starting event can overwhelm your task quota. Switch to "New Labeled Email" for manual control over which emails fire the automation.
• "Missing required field": Some emails lack sender names (shows only the email address). Add fallback values in your Zapier mapping or use filters to skip emails without names.
• "Duplicate contacts created": Plutio creates new contacts by default. Add a lookup step to check for existing contacts before creating (requires Zapier paid plan).
• "Label not found": You may have renamed or deleted the Gmail label. Create it again or update the Zapier workflow to watch the correct label.

Turning off the automation does not delete your Plutio contacts. All data created before disconnecting remains in Plutio permanently.