Every historical email, right inside HubSpot.
HubMail Sync by Spokesly
HubMail Sync migrates years of email history from any mailbox — via IMAP or Office 365 — into HubSpot's contact timeline, exactly as if it had been logged there from day one. Then it keeps syncing, automatically, forever.
Your CRM has a blind spot, and it's years deep.
Every deal, every support thread, every relationship your team has ever managed by email — none of it exists in HubSpot unless it happened after you connected your inbox. Everything before that is invisible: buried in a mailbox no one on the team can search, gone the moment someone leaves.
HubMail Sync closes that gap in one pass — pulling the entire history of a mailbox into HubSpot's contact timeline, exactly where your team already looks for context.
Without HubMail Sync
Years of context locked in a mailbox. New hires start blind. Reps re-ask questions already answered.
With HubMail Sync
Every email, logged on the contact timeline. Full history, searchable, visible to the whole team.
One-time migration, then it just runs
Connect once. The full history comes in automatically, and every new email keeps flowing in after — no ongoing manual work.
Built to be trusted with your entire history
Every part of this was designed around one rule: never lose data, never duplicate it, never require babysitting.
Connect Any Mailbox
Generic IMAP or Office 365 — connect a mailbox in minutes, no complex organization-wide setup required.
Full History, Then Ongoing
A one-time full migration of everything already in the mailbox, then automatic incremental checks catch every new email after.
Zero Duplicates, Full Visibility
Idempotent by design — re-running a sync never creates a second copy. A live dashboard shows every mailbox in real time.
Bulk Import Mailboxes
Connecting a whole team? Upload one file with emails and app passwords — HubMail Sync fills in the rest and connects them all.
Smart Contact Matching
Every email is matched to the right HubSpot contact automatically. No match? It's logged as unmatched, never force-created.
Full Audit Trail
Every sync job, every mailbox, every outcome — logged and visible. Nothing happens in the dark.
A dashboard built for real operations
Sample data shown below — every screen updates live once connected.
How it works
Connect
Authorize HubSpot once, then connect each mailbox individually via IMAP or a real Office 365 login.
Migrate
Select mailboxes and run a full history sync — watch it live on the dashboard.
Stay in Sync
New emails keep flowing into HubSpot automatically, forever.
Built with production discipline
This isn't a weekend script. Every part of the pipeline was designed to fail safely, retry intelligently, and never lose or duplicate data.
- OAuth credentials and passwords encrypted at rest
- Automatic retry with backoff on transient connection errors
- Rate-limit aware — never floods HubSpot's API
- Full audit trail of every sync job, ever run
Built for teams who live inside HubSpot
Sales Teams
Full deal history on every contact — no more digging through old inboxes before a call.
Support Teams
Every past ticket thread logged on the contact, visible to whoever picks up next.
RevOps & IT
Bulk-connect an entire team's mailboxes in one upload, with a live dashboard to monitor every sync.
Agencies
Migrate a client's inherited mailbox history into their HubSpot the moment you take over the account.
Common Questions
Does this create duplicate emails if I run a sync twice?
No. Every email is uniquely identified before import, so re-running a sync is always safe.
What if an email doesn't match a HubSpot contact?
It's logged as "unmatched" and skipped — nothing is force-created in HubSpot. If that contact is added later, a future sync can pick it up.
How large a mailbox can this handle?
Mailboxes with 400,000+ messages are supported today. Each mailbox runs as its own independent process, so a large or slow one never affects any other mailbox syncing at the same time — with automatic retry if a connection drops mid-way.
Can I connect a whole team's mailboxes at once?
Yes — Bulk Import lets you upload one file with each mailbox's email and app password, and HubMail Sync connects them all in one pass.
What mailbox providers are supported?
Any provider that supports IMAP — including Gmail and Zoho with an app password — plus Office 365 via a real web login.
Stop letting years of email history sit outside HubSpot.
Connect your first mailbox and watch the full history land on the contact timeline — no credit card, no complicated setup.
Go to Dashboard →