How To Use Google Workspace Like a CRM

How To Use Google Workspace Like a CRM

Let’s be real—most small businesses don’t need an expensive, complex CRM system. If you’re using Google Workspace (formerly G Suite), you’ve already got the tools to manage leads, clients, and team tasks efficiently—without the price tag.

We use Google Workspace like a CRM every day, and it works a treat. Here’s how you can set up your own CRM system using Gmail, Google Drive, Calendar and Tasks—no extra software needed.

1. Start With a Shared Inbox in Google Workspace

Every extra inbox costs money in Google Workspace. So instead of paying for five separate emails, set up one shared inbox—like    info@sampledomain.com    —and let your team manage it together.

We do exactly that. Two of us log into the same Gmail inbox, handle all incoming enquiries, and keep everything in one place. It’s simple, tidy, and there’s no double-handling or missed replies.

2. Use Individual Signatures (Even in Shared Gmail Accounts)

Even though you’re replying from the same inbox, each team member can use their own Gmail signature. That way, when clients get a response, it still feels personal and professional.

Head into Gmail settings, create your own signature, and just select it when sending a reply. Easy.

3. Manage Emails Like Tasks (CRM Style)

If you want to use Google Workspace like a CRM, the key is to turn emails into actionable items. Here’s what we do in our shared inbox:

• Star emails that need a response
• Use labels to assign emails to team members (e.g. “Melody to follow up”)
• Create tags like “Quote sent” or “Waiting on response” to track stages

This keeps your inbox organised and acts as a built-in CRM pipeline—without needing to pay for one.

4. Use Google Tasks to Stay On Top of Follow-Ups

Need to chase something up later? Don’t leave it to memory—use Google Tasks.

You can add any email to your task list with one click, set a due date, and link it back to the original thread. You can even view tasks in Google Calendar, which is brilliant for follow-ups, reminders, or time-blocking client work.

5. Add Notes, Create Events & Share Info Across the Team

Use the rest of Google Workspace to your advantage:

• Jot down quick client notes in Google Keep
• Create shared client folders in Google Drive
• Add meetings or follow-ups to Google Calendar straight from an email
• Link important documents and notes to emails so everything’s connected

It’s like having a basic CRM system—but it’s all native to the tools you already use.

Why Google Workspace Works as a CRM for Small Business

Using Google Workspace like a CRM works because:

• It’s cost-effective—you’re not paying for tools you don’t need
• It’s familiar—no training required
• It’s collaborative—great for teams managing the same inbox
• And it’s flexible—you can scale it to suit how you work

We’ve managed hundreds of client emails this way without stress, confusion, or missed opportunities.

Takeaway: Use the Tools You Already Have

You don’t need another CRM system cluttering your workflow (or your budget). With a shared inbox, clear task labels, signatures, Google Tasks, and collaborative tools like Keep and Drive, Google Workspace can easily become your all-in-one client management system.

It’s already in your toolkit—now it’s just about using it smarter.