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Google Workspace and CRM setup for businesses: we do all of it

Google Workspace and CRM setup for businesses, with email migration and forwarding. At Pelokitos, 15 years of email moved with nothing deleted at all.

Year2026
IndustryAny industry
What we did
  • Google Workspace setup
  • CRM setup
  • Email migration and forwarding
Company accounts@ceibo.example
marta.admin81@hotmail.commarta@ceibo.example License
ventasceibo@gmail.comventas@ceibo.example Group
julian.perez@yahoo.comjulian@ceibo.example License
info@hosting-viejo.cominfo@ceibo.example Group
localcentro2019@gmail.comcentro@ceibo.example Group
Ceibo Distribuciones · sample data

The case on video, explained.

Go to the questions ↓

Who owns your company's email?

They're two setups that go together, and we do both from start to finish. Google Workspace: everyone with a company account, files in a common place and one panel to decide who gets into what. And a CRM like Twenty, linked to your company's operating system, so every customer and every sale live there. We migrate your email, set up all the forwarding and leave it running.

The mess shows the day someone leaves

While everyone's around, it seems to work: each person has their gmail, their files on their computer and passwords written down somewhere. The problem shows up when the person who knew is gone. Tap both buttons and see what the company keeps in each case.

MartaAdministration, 9 years at the company
Her email with customers and suppliers Stays in her hotmail. She takes it with her Goes to her replacement, with its whole history
Spreadsheets and quotes On her computer. You have to ask for them In the Administration drive, where they always were
People who still write to her Nobody at the company finds out Someone else gets it
Her access to systems Nobody quite knows which she had All closed when her account is shut

What Marta built over nine years leaves with her, and what's left has to be asked of her.

Marta leaves and the company carries on: her access is closed and her work stays where it was.

Ceibo Distribuciones · sample data

What turns up when you take inventory

The first step is finding out what's there: who uses which address, for what and who pays for it. It's almost always worse than the owner thinks, and part of the job is not migrating what's no longer useful.

Pelokitos, hair salon chain · mailboxes
  • 77 % in use, migrated
  • 23 % unused, shut down

One mailbox in four was shut down instead of migrated.

A distributor we audited · users of its system
  • 91 % on personal hotmail or gmail
  • 9 % on another address

The company's system signed its notices with the hotmail of whoever entered each order.

From the org chart to the mailboxes

Addresses come from how the company is built, not from who asked for them. By person, department and branch. And not all of them need a license: at Pelokitos, the shops and the departments with no account of their own are groups, which cost nothing. Tap a mailbox.

Management
Departments
Branches
julian@ceibo.exampleLicense

Who uses itJulián, the owner. He's also one of the account's two administrators.

If the person changesThere are always two administrators, so nobody gets locked out of their own company.

Ceibo Distribuciones · sample data

Migrating without losing an email

Pelokitos had 15 years of email on the old domain and a clear request from its owner: “Careful, don't delete my old emails.” That's why it's done this way: the new account fills up and the old one is never emptied.

  1. 1. The history is copied
    Old mailbox
    New account

    All the old email goes to the new account while people keep using the usual one.

  2. 2. It's checked with the owner
    Old mailbox
    New account

    They sign in to the new account and confirm their email is there.

  3. 3. The rest is copied
    Old mailbox
    New account

    Whatever came in meanwhile, and people move to the new account.

  4. 4. New arrivals are forwarded
    Old mailbox
    New account

    Anything still sent to the old address lands in the new one. The old one only goes when everything is certain.

How it was done at Pelokitos, from pelokitos.com.ar to pelokitos.com

We set up all the forwarding

Migrating the old email is half of it. The other half is what keeps coming in: customers with your address from years ago, forms and suppliers. We point the domain to Google and leave every old address forwarding to the new one. Whoever writes to you doesn't notice and you don't lose an email. Tap an address.

Anything sent to the previous domain is forwarded to the new one, same address. That's how it went from pelokitos.com.ar to pelokitos.com.

Ceibo Distribuciones · sample data

How Google Workspace helps you

Each benefit, in concrete terms. Tap one to see how it was and how it ends up.

BeforeAn important quote went out from a hotmail, and everyone signed however they felt like.

NowEveryone writes from the company domain, with the same signature. In the Gmail they already know.

Sender
marta.admin81@hotmail.combefore
marta@ceibo.examplenow
Ceibo Distribuciones · sample data

And the CRM, linked to your operating system

With accounts in order, a CRM like Twenty gets installed. Emails and meetings with a customer land on their record, with nothing typed by hand. And since it's linked to your company's operating system, when a sale is won the customer goes straight into the system you work with. It's the setup Mithandir itself runs on: sales live in Twenty and a won sale creates the customer everywhere else. And it's not just for email: it pulls all your customers out of the system you already use and leaves them organized. It also connects to Claude, Anthropic's AI, so you can ask it things and work on your customers with it. Press each step.

Google Workspace
sales@ceibo.exampleQuote request
Calendar · MeetMeeting · Thursday 10:00
CRM · Twenty
New
Almacén del Río
Meeting
Almacén del Río
Won
Almacén del Río
  • Email with the request
  • Meeting booked
  • Sale won
Your operating system
  • Customer created
  • Quote and billing
  • Owner assigned

A customer writes to sales@. The email lands on their CRM record and an opportunity opens.

Ceibo Distribuciones · sample data

We do all of it, step by step

The company doesn't stop. We install Workspace, migrate the email, set up the forwarding and leave the CRM linked, almost all of it behind the scenes. On top, what we do. Below, the little that falls to your people.

  1. 01 Inventory Which addresses exist, who uses them, which get migrated and which get shut down.
    Your team Everyone shares their list of addresses
  2. 02 Account and domain The account in the company's name, with two administrators, and the domain verified.
    Your team Doesn't notice a thing
  3. 03 Users and groups The accounts and groups from the org chart, with a signature for everyone.
    Your team Doesn't notice a thing
  4. 04 Email migration The history is copied to the new accounts without touching the old ones.
    Your team Doesn't notice a thing
  5. 05 The move The domain is pointed to Google and everything email needs to arrive gets set up.
    Your team Signs in to the new account and turns on two-step
  6. 06 Forwarding Every old address forwards to the new one: previous domain, hosting, gmails and hotmails.
    Your team Gives the OK on their personal mailbox
  7. 07 Files and calendar Shared drives by department, permissions and team calendars.
    Your team Uploads what was on their computer
  8. 08 CRM Twenty installed, with your customers brought over from your system, your sales stages, your salespeople and their accounts connected.
    Your team Your salespeople sign in with Google
  9. 09 Link to your system The CRM ends up linked to your operating system: a won sale goes in on its own.
    Your team Doesn't notice a thing
The order of a full installation

What changed

The numbers from the Google Workspace setup at Pelokitos, a chain with shops in several countries, and another company's starting point. The other change doesn't fit in a figure: the owner knows what they have and in whose name.

15 añosof email moved to the new domain

With nothing deleted on the old server.

67%less on licenses

Per the project budget, against giving every mailbox a license.

23%of mailboxes shut down

The ones nobody used weren't migrated.

91%of the team on personal email

The starting point at a distributor we audited.

Want us to set it all up and migrate your email?

Google Workspace, your email migration, the forwarding and the CRM: we do all of it. Answer and we’ll tell you if it works for you and where we’d start at your company.

Assessment

Five questions to see how organized your company's email, files and sales are. One minute.

Does your team use personal email for work?
Which of these has happened to you or worries you?

Tick all that apply.

Roughly how many people work with email at your company?
When do you want this sorted?
Who decides this kind of thing at your company?
Last step: who should we write to?

We only use it to reply about this assessment.

Other systems in production