How do I import contracts from Gmail / Google Workspace via email?

How do I import contracts from Gmail / Google Workspace via email?

Contracts you receive via email can be automatically imported into ContractHero — directly from Gmail or Google Workspace. This guide shows you how to set up email forwarding, which option is right for you, and what to keep in mind.

How the email import works

Each team in ContractHero has its own Import Email Address. As soon as an email with contract attachments (PDF, EML) is sent or forwarded to this address, ContractHero automatically imports the attachments as new contracts.

Which option is right for you?

Before you get started, take a moment to assess your situation:

Option A: Routing Rule via the Google Admin Console

✅ Recommended – This is the cleanest approach. It works server-side, so the ContractHero import address does not need to confirm a verification email.

Step-by-step instructions:

1. Open the Google Admin Console. Navigate to admin.google.com.
2. Go to Gmail Routing. Navigate to Apps → Google Workspace → Gmail → Routing.
3. Create a rule. Click on Default Routing (or "Routing") and then on Configure or Add Rule.
4. Configure the rule:

• Affected messages: Choose which emails the rule should apply to – e.g., only incoming messages to contracts@yourcompany.com or messages with specific subject lines.
• Action: Select "Add recipients" and enter your ContractHero import email address.
• Keep a copy: Enable the option "Keep a copy of the original message in Gmail" so the email remains visible in the mailbox.

5. Save the rule.
6. Test the setup. Send an email with a PDF attachment to the affected Gmail address and check whether the contract is imported in ContractHero.

When to use Option A?

• You want to connect multiple mailboxes or recipients to ContractHero.
• You want to filter flexibly (e.g., by sender, subject, label).
• You want to avoid having individual users set up forwarding manually.

Option B: Recipient Address Map

If you only want to connect a specific mailbox (e.g., contracts@yourcompany.com), you can set up a Recipient Address Map in the Admin Console. This delivers emails to that address additionally to the ContractHero import address — without affecting the original delivery to the Gmail mailbox.

Step-by-step instructions:

1. Open the Google Admin Console. Navigate to admin.google.com.
2. Go to Gmail Routing. Navigate to Apps → Google Workspace → Gmail → Routing.
3. Open the Recipient Address Map. Scroll to the "Recipient address map" section.
4. Add a new entry:

• Original address: Enter the Gmail address from which contracts should be forwarded (e.g., contracts@yourcompany.com).
• Mapped address: Enter your ContractHero import email address.
• Keep original delivery: Make sure this option is enabled so emails continue to arrive in the Gmail mailbox.

5. Save and test. Send a test email with a PDF attachment and verify that the contract appears in ContractHero.

When to use Option B?

• You only need to forward contracts from a single specific mailbox.
• You want a simpler setup without complex routing rules.

Best Practices

• Use PDF or EML format – ContractHero processes these formats best.
• Subject line and sender are recorded – They are stored as metadata on the contract.
• One email = one contract – Each email creates a separate contract entry in ContractHero.
• Keep copies in Gmail – Always enable the option to keep the original email so nothing is lost.

Frequently Asked Questions

Can I also set up forwarding directly in Gmail?
Yes, via Gmail settings (Filters & Forwarding). However, this requires a verification email to the ContractHero address, which may not always work. The routing rule (Option A) or recipient address map (Option B) are more reliable.

Does it work with shared mailboxes (Google Groups)?
Yes — a routing rule can also apply to Group addresses.

What file types are supported?
PDF and EML. Other attachment types are ignored.

Can I import contracts from multiple email addresses?
Yes. Create a separate routing rule or recipient address map entry for each address.

Summary

Need help? Reach out to us at support@contracthero.com or via the in-app chat.

Updated on: 02/20/2026