User Guide

download Installation

Prerequisites

• Chrome Browser: Version 88 or higher
• Odoo Instance: Version 14.0 or higher (on-premise, Odoo.sh, or Odoo Online Custom plan)

Step-by-Step Installation

1. Visit Chrome Web Store
   Go to Odoo Integration for Gmail or search for "Odoo Integration for Gmail" in Chrome Web Store.
2. Add to Chrome
   Click the "Add to Chrome" button and review the permissions requested.
3. Verify Installation
   You'll see a confirmation message and the extension icon will appear in your Chrome toolbar.
4. Pin the Extension (Recommended)
   Click the puzzle icon in Chrome toolbar, find "Odoo Integration for Gmail", and click the pin icon.

settings Configuration

First-Time Setup

1. Open Gmail
   Navigate to mail.google.com and open any email to view the sidebar.
2. Sign in to Odoo
   Make sure you're logged in to your Odoo instance in the same browser — the extension connects using your active session.
3. Enter your Odoo URL
   Enter your Odoo instance URL (e.g., https://yourcompany.odoo.com). Use HTTPS and don't include a trailing slash.
4. Connect
   Click Connect and the extension verifies your active session. An API key is optional — only needed for background auto-logging, or as a fallback if your session expires.

Updating Configuration

To change your Odoo URL, log out and reconnect:

1. Click the menu button (three vertical dots ⋮) in the sidebar
2. Select Log out
3. Enter your new details

To add or update your API key later, open Settings → Account → Connection — no need to log out.

Choosing When the Sidebar Opens

By default the Odoo panel opens on its own every time you open an email. To open it only when you need it, turn off “Open sidebar automatically” in Settings → Account → Preferences. The panel then stays closed until you click the Odoo icon in Gmail's right sidebar. The change applies immediately, with no need to reload Gmail.

star Features Overview

FREE Plan Free

• Contact Viewing: View Odoo partner information directly in Gmail
• Smart Contact Detection: Automatically identifies sender or recipient
• Email Logging: Log emails to Odoo with attachments
• Record Creation: Create leads, partners, tasks, and tickets
• Limited Record Viewing: View first 5 opportunities, tasks, and tickets
• Refresh: Manually refresh contact data
• Load Time Indicator: See how fast the sidebar loaded

PLUS Plan Plus

Everything in FREE, plus:

• Advanced Search: Search across all opportunities, tasks, and tickets (up to 50 results)
• Contact/Company Tabs: Switch between contact and company information
• Related Contacts: Find colleagues from the same company
• Financial Insights: View invoicing, receivables, and payables
• Settings Panel: Choose which sections appear in the sidebar: Opportunities, Tasks, Tickets, Quotations, Company, Related contacts, Recent activities and Financial Insights
• Quote Levels: Control how much conversation history to include when logging
• Record Grouping: Group opportunities, tasks, and tickets by stage or status
• Email Participants: View Odoo contact information for all email participants
• Recent Activities: See recent messages from Odoo's conversations for each contact
• Notification Organization: Identify and organize Odoo notification emails with module badges, mention detection, and quick-access filtering
• Auto-logging: Link a Gmail thread to one or more Odoo records and have every new email logged automatically into their chatter (currently in private beta)
• Multi-Company Support: Switch between the companies you have access to in Odoo, with cross-company contact lookup when an email matches a partner that lives in a different company
• Pending quotations: See the contact's draft and sent quotations in the sidebar, with the amount and how long each one has been waiting for an answer

credit_card Subscription Management

How to Subscribe to PLUS

1. Click "Upgrade to PLUS" from the sidebar menu (three dots in the header)
2. Complete the checkout process at Polar
3. Receive your license key via email

Activating Your License

Enter your license key in one of these ways:

• A modal will appear right after checkout - enter your license there
• Go to Settings > Account > Activate License
• Click "Upgrade to PLUS" again and select "I already have a license"

How to Cancel Your Subscription

You can cancel your PLUS subscription at any time:

1. Go to the Polar customer portal (link in your purchase email)
2. Log in with the email used for your subscription
3. Click "Cancel Subscription" in your subscription details

Your PLUS features will remain active until the end of your current billing period.

mail Email Logging

How to Log an Email

1. Open the email you want to log
2. View the contact in the sidebar
3. Find the record you want to log to (opportunity, task, or ticket)
4. Click the envelope icon next to the record
5. The button changes to a green checkmark when logged

What Gets Logged

• Email subject (in the header)
• Email body (HTML formatted)
• Sender/recipient information
• Date and time
• All attachments (files, images, PDFs)
• "Logged from Gmail Inbox" footer

Duplicate Detection

The extension has two layers of duplicate detection:

1. Visual indicator (0-6 hours): Helps you identify at a glance which records already have this email
2. Server-side validation (always): Odoo prevents duplicates even if the visual indicator has expired

more_vert Actions on a record

Every opportunity, task, ticket and quotation row has its own actions menu. Move the pointer over the row and click the ⋮ button that appears on its right edge.

Copy a link to the record

Copies a direct link to that record in Odoo, ready to paste into a reply or a chat. It points to the same record the row opens when you click it.

Turn auto-log on or off Plus

Links the current thread to that record, or unlinks it. The option only appears when auto-logging is available for the thread. While auto-logging is paused it is shown but disabled, so you can tell a paused mapping from one that was never set up.

Closing the menu

Options that don't apply to a row are left out rather than greyed out, so the menu only ever shows what you can actually do. Click anywhere outside it, or press Escape, to close it without triggering anything.

sync Auto-logging Plus

Auto-logging links a Gmail thread to one or more Odoo records so that every new email in that thread is logged into the record's chatter automatically — no need to click the envelope icon for each reply.

Requirements

• PLUS plan (and beta access during private beta)
• Gmail API connection (granted from Settings > Auto-logging > Connect)
• Auto-logging toggle enabled in Settings > Auto-logging

How to Activate Auto-logging on a Thread

1. Open the email thread in Gmail and view the contact in the sidebar
2. Find the record you want to track (opportunity, task, ticket, or contact)
3. For an opportunity, task or ticket, open the row's ⋮ menu and choose Activate auto-log. For the contact itself, use the auto-log button on the contact card. A confirmation toast appears and a green icon stays in the row while auto-log is active
4. From now on, every new email in this thread is logged automatically into the chatter of that record

What Gets Logged

Each new email is added as an internal note in the record's chatter, with:

• A Gmail-style header (From, To, Date, Subject)
• The email body without quoted history
• The original date of the email (not the time it was processed)
• Linked partners — recipients are matched in Odoo by email and attached to the message
• An "Auto-logged from Gmail" footer linking back to the extension

Linking a Thread to Several Records

You can activate auto-logging for the same thread on multiple records (for example, an opportunity and a task related to the same conversation):

• 1 thread → 1 record: standard case.
• 1 thread → several records: every new email is logged on each linked record sequentially.
• The same record cannot be linked twice from the same thread — duplicates are rejected.

Managing Active Auto-logs

From the sidebar (per thread)

When the open thread has any active mappings, an "Auto-logging (N)" section appears at the top of the sidebar:

• Click the section to expand it and see every record linked to the current thread
• Click on a record's name to open it in Odoo
• Click the ✕ button to deactivate auto-logging for that specific record

From Settings (across all threads)

Open Settings > Auto-logging to manage every active mapping:

• Enable or disable auto-logging globally with a single toggle
• Connect or reconnect the Gmail API
• See the list of active mappings, the count, and the time of the last successful check
• Deactivate all mappings at once with the "Deactivate all" button

Limits & Edge Cases

• Not retroactive: Only emails that arrive after activation are logged. Existing emails must be logged manually.
• Auto-cleanup after 90 days: A mapping with no new email activity for 90 days is removed automatically. Activate it again to resume tracking.
• Record deleted in Odoo: If the linked record is deleted in Odoo, the mapping is removed automatically the next time the extension tries to log into it.
• Gmail disconnected: If the Gmail API connection expires or is revoked, auto-logging stops for all threads until you reconnect from Settings > Auto-logging.

groups Working with related contacts Plus

The Related Contacts section in the sidebar lists colleagues from the same company as the email's sender. From there you can take quick actions on each contact without leaving Gmail.

Open a contact in Odoo

Click anywhere on the contact card — the avatar, the name, or the job title — to open that contact's record in Odoo in a new tab.

Send a new email to a contact

Click the email icon next to a contact's address. If you don't have any draft open, Gmail opens a new compose window with that address pre-filled in the To field.

Add a contact to an email you're already writing

If a Gmail compose window is already open when you click the email icon, the contact is added as a recipient of that draft instead of opening a new one. The extension chooses where: if the To field is empty, the contact goes there; if it already has someone, the contact is added to CC and the compose minimises so you can keep clicking other contacts to build the recipient list.

Copy a contact's email or phone

Click the email or phone text — not the icon next to it — to copy it to your clipboard. A small toast confirms the copy.

Call a contact

Click the phone icon to start a call. The action is handed off to whichever app your system has registered for phone numbers — your mobile dialer, FaceTime, Skype, Microsoft Teams, etc. If no app is configured, the click does nothing.

history Navigating recent activities Plus

The Recent Activities section shows the latest messages and conversations from the contact's record in Odoo, so you can see what has been said without leaving Gmail.

See exactly when an activity happened

Each entry shows a relative date like "5 days ago". Hover the date to see the exact day and time, formatted in your browser's locale.

Jump to a specific message in Odoo

Click any entry in Recent Activities to open the related Odoo record in a new tab. On Odoo 18 and later, the click goes one step further: Odoo scrolls to that exact message and highlights it for you. On Odoo 16 and 17 the record opens normally — the click still saves you the navigation, you just have to scroll to find the message yourself.

handshake Managing Opportunities

Viewing Opportunities

What records are shown:

• Opportunities linked to the contact (by partner_id)
• Sorted by creation date (newest first)

Creating Leads from Emails

Convert an email conversation into an Odoo opportunity with one click:

1. Open the email you want to convert into a lead
2. View the contact in the sidebar
3. Scroll to the Opportunities section
4. Click the "Create" button

What happens automatically:

• The lead is created with the email subject as name
• Email body content is added as description
• The contact from the sidebar is linked
• The lead opens in Odoo in a new tab for additional editing
• While the record is being created the button shows a processing state, and repeated clicks won't create duplicates

request_quote Pending quotations Plus

The Quotations section lists the contact's quotations that are still open — drafts and quotations already sent — so you can see what is waiting on a decision without leaving Gmail.

Requirements

• PLUS plan. On the FREE plan the section is still there, locked, with a link to upgrade.
• Odoo Sales installed, and permission to create quotations. If your user has Sales in read-only mode, the section doesn't appear.

How the list is organised

• Not sent: quotations still in draft — the next move is yours.
• Awaiting customer: already sent — the next move is the customer's.

Each row shows the amount and a time signal: how long the quotation has been waiting ("Created 5 days ago"), or how soon it expires ("Expires tomorrow", "Expired"). Quotations that have expired, or expire within a week, are highlighted.

What you can do

• Click a row to open the quotation in Odoo.
• Click the envelope icon to log the current email into that quotation's chatter.
• Click Create to start a new quotation for the contact and finish it in Odoo.
• Open the row's ⋮ menu to copy a link to the quotation, and use the search box when the list gets long.

task Tasks & Tickets

Managing Tasks

Requirements: Odoo Project module installed

What records are shown:

• Tasks linked to the contact (by partner_id)
• Excludes completed or canceled tasks
• Sorted by creation date (newest first)

Managing Helpdesk Tickets

Requirements: Odoo Helpdesk module (Enterprise only)

Creating a Task or a Ticket from an Email

Click Create in the section. The record is created with the email subject and body, its attachments are uploaded in the background, and it opens in Odoo in a new tab so you can fill in the rest. While it's being created the button shows a processing state, and repeated clicks won't create duplicates.

notifications Notification Organization Plus

Organize Odoo notification emails directly in your Gmail inbox. The extension identifies notification emails from Odoo and adds visual badges so you can instantly see which module they belong to and whether you've been mentioned.

Prerequisite: Enable Email Notifications in Odoo

For this feature to work, your Odoo user must be configured to receive notifications by email (not in the Odoo inbox):

1. In Odoo, go to your Profile (top-right menu > My Profile)
2. Under Preferences, find the "Notification" setting
3. Select "Handle by Emails" (instead of "Handle in Odoo")

Setup

1. Find your notification email in Odoo
   Check a recent Odoo notification email in Gmail and look at the sender address (e.g., notifications@yourcompany.com). Alternatively, ask your Odoo administrator for the outgoing notification email.
2. Open extension Settings
   In the Gmail sidebar, click the menu button (three vertical dots) and select Settings.
3. Enter the notification email
   Go to the Notifications tab and paste the email address. The extension will start identifying notification emails immediately.

Module Badges

Color-coded badges appear next to notification emails in your inbox, showing which Odoo module triggered the notification:

• Opportunity (CRM) — purple badge
• Task (Project) — blue badge
• Ticket (Helpdesk) — orange badge
• Invoice (Invoicing) — green badge
• And more: Purchase, Mailing, Timesheet, etc.

Mention Badges

When someone mentions you in an Odoo record (using @ or by name), a special badge appears on the notification email:

• Red "Mentioned" badge: You have an unread mention — you haven't opened this email thread in Gmail since the mention
• Gray "Mentioned" badge: You've already seen this mention — you opened the thread in Gmail after being mentioned

Quick-Access Shortcut

An "Odoo Notifications" shortcut appears in Gmail's left sidebar, below your labels. Click it to instantly filter your inbox and show only Odoo notification emails.

Customization

Each notification feature can be toggled independently in Settings > Notifications:

• Module badges — show/hide the color-coded module badges
• Mention badges — show/hide the mention detection badges
• Sidebar shortcut — show/hide the Odoo Notifications link in Gmail's sidebar

business Multi-Company Support Plus

If your Odoo user has access to several companies, the extension lets you choose which one is active. The active company decides which records the sidebar shows you and which company every new lead, task, ticket or contact is created in.

Requirements

• PLUS plan
• An Odoo user with access to two or more companies (in Odoo: Settings > Users > Allowed Companies)

The Company Selector

When you have access to more than one company, a building icon appears in the sidebar header, next to the settings (⚙) button:

• Hover the icon to see the active company name ("Operating in {company}")
• Click the icon to open a dropdown listing every company you have access to
• Pick a company with the radio buttons. The dropdown closes and the sidebar refreshes with data from the new company
• If you have access to only one company, the icon is not shown

What the Active Company Affects

Once you pick a company, every operation in the sidebar is scoped to it:

• Records you see: Opportunities, tasks, tickets and partners listed in the sidebar are filtered to those visible in the active company
• Records you create: New leads, tasks, tickets and contacts created from the sidebar are assigned to the active company
• Auto-logged emails: Emails processed by auto-logging are posted in the company that owns the linked record (see the Auto-logging note below)

Cross-Company Contact Lookup

If you open an email from someone who isn't in the active company but exists somewhere else in your Odoo instance, the sidebar tells you and offers actions instead of leaving you with an empty state.

The contact exists in another company

The sidebar shows the contact found, the company it lives in, and two actions:

• Make visible to all companies: Removes the contact's company restriction so users in every company you have access to can see it. Asks for confirmation before saving
• Create new in this company: Creates a separate contact record in the active company, leaving the original untouched

Only the parent company exists in another company

The contact is missing, but a related company (matched by email domain) exists in another of your companies. Two actions:

• Share company across all companies: Makes the parent company visible to every company you have access to, then lets you create the contact under it
• Create company here: Creates an independent company record in the active company and the contact under it

Auto-logging Across Companies

When you activate auto-logging on a record, the extension remembers the company that record belongs to. New emails on that thread are always logged in the right company, even if you've switched the active company in the sidebar afterwards.

Behavior on the FREE Plan

If you have access to several companies on the FREE plan, the extension uses your default company in Odoo for every operation. The selector icon does not appear, and cross-company lookups are not offered. Upgrading to PLUS unlocks both.

Known Limits

• Not synced with the Odoo browser switcher: The extension keeps its own active company and sends it with every request, while the Odoo company switcher uses your browser session. The two are independent — switching companies in your Odoo tab does not change the active company in Gmail and vice versa.
• Default company changed in Odoo: If your administrator changes your default company in Odoo, the extension keeps using the previously cached value until you log out and log back in.
• One company at a time: The selector is single-select: the sidebar shows records from one company at a time. To see records from another company, switch to it.
• Access error after creating a record: When you create an opportunity, task, ticket or contact from the sidebar (or click "View in Odoo" on one), the extension opens the record in a new browser tab. Odoo loads it under whichever company is currently active in your Odoo browser session (the cookie session — see above). If that company differs from the one where the record was created, Odoo may show an access error. On the FREE plan, the extension always creates records in your default Odoo company — to see them, switch your Odoo browser tab to that same default. On the PLUS plan, keep the same company selected in both the sidebar selector and your Odoo browser tab. Odoo 18 and later automatically switch your active company when you open a record that belongs to another of your allowed companies, so this issue is mostly visible on Odoo 17 and earlier.

help Troubleshooting

Extension Not Appearing in Gmail

1. Check extension is enabled: Go to chrome://extensions/ and ensure toggle is ON
2. Refresh Gmail: Press Ctrl+Shift+R (Windows/Linux) or Cmd+Shift+R (Mac)
3. Reload extension: Click "Reload" on the extension card

"Contact Not Found" Message

• Email not in Odoo: Click "Create Contact" to add them
• The address is written differently: Capitalisation is not the problem: an address stored in Odoo as John@Acme.com does match john@acme.com. What breaks the match is a genuinely different address — an alias, an extra dot, or another domain. Update the email in Odoo, or create a new contact.

A Section Doesn't Appear

Sections show up only when Odoo can serve them. If Opportunities, Tasks, Tickets, Quotations or Financial Insights is missing, check in this order:

1. The module isn't installed: Opportunities needs CRM, Tasks needs Project, Tickets needs Helpdesk (Enterprise), Quotations needs Sales, and Financial Insights needs Accounting.
2. Your Odoo user lacks permission: The extension hides a section when your user can't create that type of record — read-only access isn't enough. Ask your Odoo administrator to grant it.
3. You switched it off: Check Settings → Personalization: a section hidden there stays hidden on every email.

The Sidebar Is Empty or Nothing Loads After Connecting

This is almost always the login session, not an API key. Check, in order:

1. Are you signed in to Odoo in the same browser?
   Open your Odoo URL in another tab — if it asks you to log in, log in, then reload Gmail. The extension uses that session.
2. Is the URL exact?
   Use https://, your real instance URL, and no trailing slash. Self-hosted: use your custom domain.
3. Open an actual email, not the inbox list
   The contact card only loads inside an open email. Then reload Gmail (Cmd/Ctrl+Shift+R).

Still stuck? Reply to your welcome email or send us a screenshot — we answer fast: odoointegrations.team@gmail.com

"Session Expired" or You're Asked to Reconnect

Your Odoo session timed out. Just open Odoo, sign in again, and the extension reconnects — nothing else to manage.

Permission Popup Not Appearing (Self-Hosted Odoo)

When connecting to a self-hosted Odoo instance (custom URL), Chrome requires additional permissions. If the permission popup doesn't appear:

1. Permission required: Custom Odoo URLs (not *.odoo.com) require an additional Chrome permission to communicate with your server
2. Other extensions may block popups: Ad blockers, privacy extensions, or popup blockers can prevent Chrome's permission dialog from appearing
3. Solution: Temporarily disable other extensions (especially ad blockers) and try connecting again. Re-enable them after granting permission

quiz Frequently Asked Questions

General

Subscription

Privacy

support Getting Help

Contact Support

If you have questions or issues not covered in this guide:

• Email: odoointegrations.team@gmail.com
• Include your Odoo version and extension version
• Describe the issue with screenshots if possible