Integration · Email
With the Gmail integration, you connect your Gmail mailbox to Armiflow. Approved emails from cold email campaigns go out from your usual address, replies arrive in the same mailbox, and drafts, approval and campaigns stay in Armiflow.
Send and receiveVia app passwordAlso in ArmiMailApproval before every send
Draft approved, sent via GmailExample · GmailGmail is Google’s email service, which many businesses also use via Google Workspace. Armiflow connects your Gmail mailbox in the cold email feature: approved emails go out via your own mailbox, and replies arrive there. This way you write to companies from your usual address, while drafts, approval and campaigns stay in Armiflow.
Benefits
Many businesses run their customer communication through Gmail. With the connection, that stays the same: Armiflow prepares drafts, you approve them, and the email goes out via your mailbox. In ArmiMail, Armiflow’s mailbox hub, you connect Gmail with an app password and read and write there with a signature library, AI replies and translation.
In everyday work, this means: your campaigns, templates and text snippets are in Armiflow, the email studio ensures a consistent brand design, and sending runs via the address your clients already know. Replies land where you read anyway. In the company profile, you still see the whole history, from the first message to the quote.
Because personal data is processed when sending, the GDPR (EUR-Lex) applies. Armiflow supports you with consent per channel including legal basis, a block list and an unsubscribe link in every email. For email marketing in Austria, § 174 TKG (Telecommunications Act) also applies. If in doubt, check legally whether contacting a company is permitted before you start a campaign.
At a glance
The key facts about the Gmail integration in Armiflow, in short.
| Item | Details |
|---|---|
| Tool | Gmail |
| Category | Email & email marketing |
| Used in Armiflow | Cold email |
| What Armiflow does with it | Send and receive prospecting emails via your Gmail mailbox. |
| Status | Available |
| Credentials | Stored encrypted, roles and 2FA for your team |
| Approval | Customer emails and actions involving money only after your confirmation |
In 4 steps
You use the Gmail mailbox from which you want to write to companies.
You create an app password with Google and add it in Armiflow, where it is stored encrypted.
Approved drafts go out via your mailbox, and replies arrive there.
You send a first email to yourself and check sender and signature.
Working together
A connected mailbox is the starting point; the effect comes from working together with the other features.
Security & data protection
Encrypted credentials. Whatever you store for Gmail in Armiflow is encrypted. Every customer account has its own database schema and daily backups.
Team roles. With roles and two-factor sign-in you decide who on your team may use or change the Gmail connection.
Your approval counts. Customer emails only go out after you approve them, and actions involving customers, money or deletion wait for your confirmation in the chat.
GDPR covered. Access and erasure under Art. 15 and 17, consent per channel and the public-authority filter apply to all data in Armiflow.
FAQ
Short, clear answers about this feature. Missing a question? Write to support@armiflow.com.
The Gmail integration connects your Gmail mailbox to Armiflow so that you can send and receive emails. Drafts are created in cold email with AI, from a template or by hand, and after your approval they go out via your mailbox. Companies therefore see your usual sender address, not that of an unfamiliar sending service.
To connect Gmail, create an app password in your Google account and add it in ArmiMail. Armiflow stores it encrypted. Google usually requires 2-Step Verification for app passwords. The app shows which other details it asks for during setup. The mailbox is then available in ArmiMail.
No. Every email to a company needs your approval, and the approval is tied to the content: if someone changes the text afterwards, the approval is revoked. Automatic sending in the revenue autopilot is off by default and needs its own password-confirmed approval. Unclear sends are never retried automatically.
Personal outreach is more credible when it comes from a real address that people can reply to. With the Gmail integration, replies land in your mailbox, and your team knows the sender. For newsletters to many recipients, Armiflow has its own newsletter feature with consent as the standard.
If a company replies, the further follow-ups of its campaign stop automatically, as they do after an appointment booking. This way nobody who has already responded gets a reminder. You take the reply further in the company profile, with notes, timeline and follow-up tasks, right up to the quote and later the invoice.
In Armiflow, client groups have their own senders, signatures, templates and booking link. This lets you appear with the right sender for each industry or brand, for example. The app shows how many mailboxes you can connect. The number of users depends on your plan: one in Basic, unlimited in Pro. The limits can change; current figures are on the pricing page.
Emails sent via Armiflow are unlimited in Basic and Pro. The limits can change; current figures are on the pricing page. In addition, the rules of your Gmail account at Google apply. The sending window and contact frequency in Armiflow help you send evenly rather than in large bursts.
Only if you want it to. If you connect Gmail to Armiflow, you also set a sending window: emails then only go out during working hours, when companies actually read them. Contact frequency limits how often the same company receives mail. This protects your reputation as a sender and looks more professional.
Armiflow offers open and click tracking for prospecting emails. This shows you which companies have looked at your message or clicked a link. The values are an indication, not an exact measurement, because some email programs block images. The dashboard shows the key metrics with a 12-week trend.
The AI writes drafts, and you decide. Drafts are created with AI, from a template or by hand, in the company’s language. Armiflow only uses a personal salutation when the name has been verified. The basis is often the facts from the website analysis, so that every email has a concrete reason.
In the morning, you check the prepared drafts, adjust them and approve them. They go out via the Gmail integration within the sending window. Replies arrive in your mailbox, and the follow-ups for companies that reply stop. In the afternoon, you take interested companies further in the CRM, for example with a follow-up task or a quote.
Ideally the person responsible for the mailbox, such as the head of sales. With roles and custom roles, you determine who sets up connections, who writes drafts and who approves them. Sales staff only see their own leads. Armiflow stores the credentials encrypted.
Before connecting the Gmail integration, clarify which address should appear as the sender and who handles the replies. Check signature and sender name, and set the sending window and contact frequency. It also makes sense to look at the sending rules of your Gmail account so that your campaigns fit them.
Avoid large volumes on the first day; spread campaigns over several days within the sending window instead. Do not send to bulk lists without a reason, but to companies with a concrete connection, for example from the website analysis. Test templates on yourself first and keep the block list up to date.
Armiflow stores credentials encrypted, every customer has a separate database schema, and 2FA and roles protect the account. For data in Gmail, Google’s terms apply, so check the data processing agreement there. Only store what you need for outreach. Access and erasure requests under GDPR Art. 15 and 17 are provided for in Armiflow.
Yes. Authority protection is on by default: government offices, courts and the police are neither stored nor contacted, whether you send via the Gmail integration or another mailbox. You can add your own entries to the ready-made lists for Austria, Germany, Switzerland, Liechtenstein, Turkey and the EU as needed.
In bookkeeping, a monthly AI helper searches the mailboxes for missing invoices and files them in Google Drive. The app shows which mailboxes it uses for this. So a connected mailbox can serve not only prospecting but also the month-end close for your tax adviser.
The Gmail integration fits if your mailbox is with Gmail. If you use another provider, such as your web host or your own mail server, connect the mailbox via SMTP and IMAP. In both cases, drafts, approval, campaigns and follow-ups stay the same; only the route the email takes is different.
Read on
Sign up in the app, choose an industry and a location and see your first results. Nothing is sent until you approve it.
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+43 660 540 3636
support@armiflow.com
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