Source: https://joinfinn.com/integrations/gmail

# Gmail

## Gmail + Finn.

Gmail integration with Finn. Gmail manages email conversations, attachments, and contacts within Google Workspace.

Business function: Communication and collaboration.

## What you can do with Gmail.

Gmail manages email conversations, attachments, and contacts within Google Workspace.

### Turn an inquiry into a booked sales conversation

Finn handles the first conversation with a prospective customer, from their initial email to an organized handoff to sales.

**Typically handled by:** Sales development representative

**Starts when:** A prospective customer emails the sales inbox.

#### What Finn handles

1. Read the Gmail thread, identify the requested product or service, and check the connected CRM for an existing relationship.
2. Reply with answers based on approved product information and collect the details needed to qualify the inquiry.
3. Create or update the CRM lead, find an agreed time through the connected calendar, and send the invitation.
4. Send the prospect a confirmation and attach the conversation, requirements, and next step to the sales record.

**The result:** The prospect has a booked meeting, and the assigned salesperson has a complete CRM handoff.

### Resolve an order question from the inbox

Finn carries a routine customer email through investigation, action, and confirmation instead of handing an unanswered thread to support.

**Typically handled by:** Customer support representative

**Starts when:** A customer emails about a missing delivery, wrong item, or order change.

#### What Finn handles

1. Read the conversation and find the matching order in the connected commerce and shipping systems.
2. Check the delivery facts and the store's policy, asking the customer for any missing information.
3. Complete the permitted order update or replacement in the commerce system, obtaining approval when the policy requires it.
4. Reply in the Gmail thread with the confirmed result and record the resolution in the connected support system.

**The result:** The order issue is resolved in its owning system and the customer receives a specific confirmation.

### Process supplier invoices received by email

Finn handles the administrative work between an invoice arriving and the approved bill reaching the accounting system.

**Typically handled by:** Accounts payable coordinator

**Starts when:** A supplier sends an invoice to the accounts payable mailbox.

#### What Finn handles

1. Read the invoice attachment and identify the supplier, purchase order, billing period, amounts, and payment terms.
2. Match those details against the connected purchasing and accounting records, checking for an existing bill.
3. Request missing information by email and route discrepancies or required approvals to the designated owner.
4. After approval, record the bill in the accounting system, file the attachment in connected document storage, and label the completed email.

**The result:** The approved bill and its supporting document are recorded, with unresolved exceptions kept separate.

### Schedule a meeting through an email conversation

Finn takes care of the back-and-forth needed to turn an email request into a confirmed meeting.

**Typically handled by:** Executive assistant or scheduling coordinator

**Starts when:** An authorized user asks Finn to arrange a meeting from a Gmail thread.

#### What Finn handles

1. Read the thread for participants, purpose, duration, location, and scheduling constraints.
2. Check the connected calendar and offer suitable times without exposing private calendar details.
3. Collect the participants' agreement and create the event in the connected calendar with the correct invitation list.
4. Reply in the original thread with the confirmed time and meeting details, and record the event link with the request.

**The result:** The meeting is on the calendar and everyone in the agreed group has the correct invitation.

### Collect a complete supplier onboarding packet

Finn follows up with a new supplier until the requested business documents are collected and accounted for.

**Typically handled by:** Vendor onboarding administrator

**Starts when:** A purchasing owner authorizes onboarding for a new supplier.

#### What Finn handles

1. Read the approved onboarding checklist from connected document storage and compare it with the supplier's existing record.
2. Send a tailored Gmail request listing only the documents and business details still missing.
3. Follow the thread, file received attachments in the designated restricted folder, and ask for incomplete or mismatched items.
4. Update the connected vendor-management record with received documents and notify the assigned reviewer when the packet is complete.

**The result:** The supplier's onboarding packet is complete, filed, and ready for the separately owned approval decision.

### Keep email commitments from disappearing

Finn turns promises scattered across an authorized mailbox into tracked actions and closes the communication loop when work finishes.

**Typically handled by:** Executive assistant or account coordinator

**Starts when:** An authorized user asks Finn to follow commitments in a project or customer thread.

#### What Finn handles

1. Read the selected Gmail conversation and identify explicit promises, owners, due dates, and open questions.
2. Create the agreed actions in the connected project system, linking each task back to the source message.
3. Follow task updates and email the appropriate participants for missing information or an approaching agreed deadline.
4. When the owning task is completed, send the confirmed update in the original thread and apply the mailbox's completion label.

**The result:** Each agreed commitment has a tracked owner and the email conversation reflects the actual completed work.

### Follow up on an unpaid customer invoice

Finn manages routine payment follow-up using the accounting record as the source of payment truth.

**Typically handled by:** Accounts receivable coordinator

**Starts when:** An invoice in the connected accounting system reaches its configured follow-up date.

#### What Finn handles

1. Check the invoice, payment status, customer contact, and approved collection schedule before writing.
2. Read the relevant Gmail conversation so a dispute or prior arrangement is reflected in the next message.
3. Send the approved reminder with the invoice or payment link, and record the contact in the accounting or CRM system.
4. Stop reminders when the payment provider confirms settlement, send the appropriate receipt or acknowledgement, and label the thread.

**The result:** The follow-up history is recorded and the email thread closes against a confirmed payment or assigned exception.

### Run the email handoff for a new customer

Finn coordinates the routine intake and kickoff work that follows a completed sale.

**Typically handled by:** Customer onboarding coordinator

**Starts when:** The connected CRM records an approved new customer handoff.

#### What Finn handles

1. Review the signed scope, customer contacts, and handoff details from the connected CRM and document store.
2. Send the Gmail welcome message with the specific information and assets required for this engagement.
3. Collect replies and attachments, place them in the designated customer folder, and create the delivery tasks in the connected project tool.
4. Arrange the kickoff through the connected calendar and send a confirmation linking the completed intake and agreed next steps.

**The result:** The delivery team receives a populated project, collected customer inputs, and a confirmed kickoff.

## Connection setup

Contact Finn to discuss the records your workflow needs and the actions you want it to perform.

Your team chooses what Finn can access, what agents can change, and when a person must approve the work. The connection needs the appropriate account access and permissions from Gmail.

## Explore Finn

- [Agents](https://joinfinn.com/agents): Help customers. Work with your team. Finish the job.
- [Systems](https://joinfinn.com/systems): Business apps for the work behind the conversation.
- [AI Gateway](https://joinfinn.com/ai-gateway): Control connected AI apps, models, access, and spending.

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