You already know Gmail is where too much of your time goes. The filters you meant to build, the labels that never got organized, the canned responses still sitting in a draft, none of it gets done because you are too busy to set it up. Nacho's fractional specialists work directly inside your Gmail account to handle the setup, maintenance, and ongoing management you keep deprioritizing. This is not advice or a tutorial. It is someone doing the work in your account.
What we do
Concrete work our fractional specialists take on inside your Gmail account. No vague promises.
We audit your existing labels and inbox rules, then design a hierarchical label structure matched to how your business actually operates. Filters are written to auto-label, archive, star, or route incoming mail by sender domain, subject keywords, or recipient address, so the right messages surface without manual sorting.
We draft Gmail Templates (formerly Canned Responses) for your most frequent reply types: client intake, follow-up sequences, vendor requests, and internal handoffs. Templates are named and organized so anyone on your team can find and use them consistently, reducing the time spent rewriting the same emails.
For teams using shared inboxes or Gmail delegation, we configure access permissions, set up send-as addresses, and establish protocols for who handles which message types. We document the system so coverage does not break when someone is out.
We connect Gmail to tools like HubSpot, Salesforce, Copper, or Asana using native integrations or Zapier so emails automatically log to contact records, create tasks, or trigger follow-up sequences. This removes the manual step of copying information between your inbox and your other systems.
We conduct a structured inbox audit to identify unsubscribe candidates, consolidate duplicate labels, delete or archive backlogs, and apply consistent organization to existing threads. Clients with inboxes in the tens of thousands of unread messages get a prioritized cleanup plan with clear before and after benchmarks.
When clients rebrand, acquire a business, or move from a personal Gmail to a Google Workspace account, we manage the migration of historical email, contact data, and filter settings. We document what was moved, flag anything that requires client decisions, and verify the new account is configured correctly before the old one is retired.
The handoff
During onboarding, your dedicated Client Success Manager works with you to document how email currently flows through your business and where the biggest friction points are, whether that is inbox overload, missed follow-ups, or a label system nobody uses. From there, we create a Strategic Delegation Plan that prioritizes Gmail work by impact. Your specialist works directly inside your account using delegated access, documents every filter, template, and integration they build, and flags anything that requires your approval before it goes live. Ongoing maintenance is built into the engagement so filters stay current, templates get updated when your processes change, and new integrations are added as your stack evolves.
Use cases
A few of the most common workflows our team has deployed with Gmail.
A filter identifies emails from known client domains and applies a label. A Zapier automation then logs the email to the matching contact in HubSpot and creates a follow-up task in Asana with a due date, so nothing falls through after the initial reply.
Emails from your website contact form are caught by a filter, labeled as Support, and trigger a Gmail Template acknowledgment reply. The specialist monitors this label daily and escalates anything that needs a custom response.
A filter identifies emails from known vendor billing addresses, applies a Finance label, auto-forwards a copy to your bookkeeper or accounting inbox, and archives the original so it does not clutter your primary view.
Subscription emails and newsletters are caught by sender or unsubscribe-header filters and routed to a Read Later label with a star priority tier. The specialist reviews the list monthly to prune subscriptions that are no longer relevant.
When a team member leaves, we remove their delegated access, set up a forwarding rule to route their incoming mail to the appropriate person, and update any shared send-as addresses to reflect the new responsible party.
Talent Budget
Drag the sliders to build a monthly plan that fits your workload.
Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a discovery callGood questions
Ready when you are
Book a discovery call and we will map out what is currently broken or missing in your Gmail setup, identify the highest-impact fixes, and give you a clear picture of what a specialist could take off your plate starting in week one.