HubSpot Gmail Not Syncing? Here’s the Fix for Aussie Users

Is your HubSpot not showing emails from Gmail? You’re not alone. Many business owners across Australia face this problem. It’s frustrating when your tools don’t work together.

Think of it as having two team members who won’t talk to each other. Gmail works fine. HubSpot tracks other things well. But they’re not sharing information.

Let’s solve this problem together.

Why Your HubSpot Gmail Integration Matters

Before we jump into fixes, let’s talk about why this connection is so important.

When working properly, the HubSpot Gmail integration puts all your email data into your customer management system. Every email becomes part of your customer’s story. Your whole team can see it.

Here’s what happens when this connection breaks:

• Important emails stay trapped in personal inboxes
• Your teams work with missing information
• Someone has to enter data by hand, which takes time and causes mistakes
• Your reports don’t show the full picture of customer contacts

For Australian businesses already working across different time zones, these tech problems create extra headaches.

Also Read: 7 Reasons to Integrate HubSpot with Gmail for Your Business

Common HubSpot Gmail Integration Problems for Australian Users

Australian businesses often face unique challenges with this integration:

Time Zone Differences

Your business works in Australian time zones while HubSpot’s servers run on US time. This can cause problems, especially after daylight saving changes. Emails might show wrong times or not sync during certain hours.

Support Timing Issues

When you need help during your workday, US-based support teams might be sleeping. This means waiting longer for help with urgent problems.

Internet Speed Factors

The long distance between Australia and overseas servers can slow down how quickly your emails sync between platforms.

Privacy Setting Problems

Australian privacy rules and company policies can create extra login hurdles that sometimes break the integration.

Diagnosing Your HubSpot Gmail Integration Issue

To fix your problem properly, first figure out exactly what’s wrong. Here are the most common issues:

Problem 1: No Emails Syncing At All

If you set up the connection but don’t see any emails in HubSpot, you probably have a login or permission problem. This happens when:

• Your connection was interrupted during setup
• Gmail security settings changed
• Your HubSpot account needs more permissions

Problem 2: Some Emails Sync But Others Don’t

When only certain emails make it through, check your settings:

• You might have filters blocking some emails
• Large emails or attachments might be too big
• Settings might block emails between colleagues

Problem 3: Emails Show Up Late

When emails appear in HubSpot hours or days late:

• You might be hitting usage limits
• Your internet connection could be slow
• Other browser add-ons could be causing conflicts

Problem 4: It Worked Before But Stopped

When your integration suddenly fails:

• A software update might have changed something
• Your login connection might have expired
• Someone might have changed account access
• There could be a temporary service outage

Step-by-Step Solutions for Australian HubSpot Users

Let’s fix your integration problems. We’ll start with the easiest fixes first.

Fix 1: Refresh Your Connection

Often, simply restarting the connection solves the problem:

1. Go to your HubSpot settings
2. Click on Integrations > Connected Apps
3. Find Gmail
4. Click “Disconnect”
5. Wait 5 minutes
6. Connect again by following the prompts

This restarts the connection and fixes many temporary problems.

Fix 2: Check Your Permissions

Many issues happen because of permission problems:

1. Make sure you’re using a Gmail account with admin access
2. Check that your HubSpot role allows managing integrations
3. Make sure your Google Workspace settings allow connections
4. Review any new security policies at your company

If your IT team handles your tech setup, ask them about recent security changes.

Fix 3: Clear Your Browser Data

Sometimes your browser holds onto outdated information:

1. Open your browser settings
2. Clear cookies and cache for HubSpot and Google
3. Close and reopen your browser
4. Log into both services again

This often works if the integration works for some team members but not others.

Fix 4: Update Your HubSpot Extension

The browser extension is important for the integration:

1. Check if your HubSpot for Gmail extension needs an update
2. Install any updates
3. If problems continue, remove the extension completely
4. Restart your browser
5. Install the extension again

Fix 5: Check Your Sync Settings

Your integration might be working but filtering out emails you want to see:

1. In HubSpot, go to Settings > Integrations > Email Integration
2. Look at your current sync settings
3. Check if any filters are blocking emails you want
4. Adjust settings for internal emails if needed
5. Check any custom rules that might be causing problems

This is especially important if you work with international partners using different email types.

Fix 6: Check Usage Limits

HubSpot limits how many emails you can sync:

1. Check your API usage in HubSpot developer settings
2. If you’re hitting limits, consider upgrading your plan
3. Add filters to focus on your most important emails
4. Spread out large email campaigns

More Advanced Fixes for Stubborn Problems

If the basic fixes don’t work, try these more technical solutions:

Network Setup Check

Australian internet connections sometimes need special setup:

1. Check if your company firewall is blocking connections
2. See if proxy servers are handling logins correctly
3. Test the integration on different networks to find the problem

Custom Solutions

Sometimes you need a custom approach:

1. Consider if a custom-built connection would work better
2. Look into middleware services that can help with syncing
3. Explore other ways to track emails if the standard integration keeps failing

When to Get Expert Help

Sometimes it’s best to call in professionals. Consider getting help when:

• You’ve tried several fixes but nothing works
• Your business has complex custom settings or special requirements
• You don’t have technical staff to solve the problem
• You’re having multiple integration problems across different systems

At Smartmates, we focus on solving these exact problems for Australian businesses. As a local tech company, we understand the unique challenges that Aussie businesses face with international software like HubSpot.

Preventing Future Integration Problems

Once your integration is working again, take these steps to prevent future issues:

Regular Maintenance

Do a quick check every three months:

1. Make sure your logins are current
2. Review permissions as staff roles change
3. Test the connection with a few sample emails
4. Update any components when new versions come out

Train Your Team

Make sure everyone knows how to use the integration:

1. Document which types of emails sync reliably
2. Create clear steps for manually adding important emails when needed
3. Teach basic troubleshooting for common problems

Backup Plans

Have plans ready for when the integration isn’t working:

1. Create templates for manually tracking important emails
2. Set up clear communication rules during outages
3. Keep backup contact information for important relationships

Why Local Support Makes a Difference

Having support in your own time zone can fix problems much faster. Australian businesses find that local partners like Smartmates offer several benefits:

• You get help during your business hours, not overnight
• Local experts understand Australian internet and systems
• They know Australian business practices
• You can get in-person help for complex problems

Conclusion: More Than Just Fixing the Problem

Fixing your HubSpot Gmail integration does more than just restore functionality. It transforms how you handle customer communications from fragmented to complete, from reactive to proactive.

When your essential business tools work together properly, you gain a clear view of all customer interactions. No more missing information, no more manual workarounds, no more wondering if you’re seeing the full picture in customer conversations.

Still having trouble with your HubSpot Gmail integration after trying these fixes? The Smartmates team specialises in solving integration problems for Australian businesses. We understand the unique technical challenges that local companies face.

Contact us for a free assessment of your integration issues. Let’s get your systems talking to each other again. Because when your tools work together properly, your business runs better.