Last updated 8 Nov 2026
bayanSheet can read cargo invoices from your company's Gmail and, where we have switched on “Send to client” for your company, send invoice emails from it. This page explains what bayanSheet reads and keeps, how to pause it, disconnect it or remove its access, and how to have your data deleted.
Only an owner of your company can connect Gmail. To find invoices, bayanSheet runs only the search saved under “Which emails to read” in Settings › Gmail, and nothing is read until one is saved. It runs on a schedule and whenever someone in your company presses “Check now”, and only as far back as “How far back to read” allows.
For each email the search finds, bayanSheet reads the sender, the subject, the date it arrived and its text, to find the waybill number. It copies each PDF attachment into your company's own Google Drive and reads the invoice's text, to match it to a shipment. Everyone in your company can see the invoices it finds, on the Cargo invoices screen and in Sheet data, the Log and Insights.
If your company also connects QuickBooks, the totals of the invoices matched to a shipment can fill in the lines of an invoice that someone makes with “Create invoice”. They reach Intuit only if that person keeps them and confirms the invoice.
bayanSheet sends email from your Gmail for one thing only, and only if we have switched it on for your company: an invoice that someone in your company emails to your customer with “Send to client”. If attaching the shipment's document is on in Settings › Company › Invoice emails, that email can also carry that document from your company's Drive, with any cargo invoices from your mail that were merged into it. That person checks the email first and confirms it. Nothing is sent on a schedule or in the background. If Gmail does not say whether such an email went out, bayanSheet looks for that one email in your Sent folder, and reads only its ID. Sending needs a permission of its own: connecting Gmail asks only to read, and an owner allows sending by pressing “Reconnect Gmail” in Settings › Gmail.
bayanSheet never deletes, labels or moves your mail, and never marks it as read.
bayanSheet does not keep your emails. An email's text is read in memory and is not stored. Each PDF attachment passes through our servers' memory on its way to your Drive, and is never written to our storage.
For each invoice found, bayanSheet keeps the sender, the subject, the date the email arrived, the attachment's file name, the details read from the invoice (waybill, invoice number, date and amount) and the evidence for the shipment it was matched to. It also keeps the Gmail ID of every email the search looked at, so that the same email is not read twice. When an invoice is merged into a shipment's document, bayanSheet also keeps a fingerprint of each of its pages (its size and a one-way digest of how it is drawn, with none of its text), so that taking the invoice back out removes exactly its pages.
For each invoice emailed with “Send to client”, bayanSheet keeps a record without any email address: which invoice it was, who sent it and when, whether the shipment's document went with it, and whether Gmail accepted it.
These records stay after Gmail is disconnected, so that your company can still check an invoice later. They are deleted when your company's account is deleted, or sooner if an owner asks us to delete your Gmail data. Our privacy policy lists in full what we keep.
An owner can press “Pause syncing” in Settings › Gmail at any time while your account is active. While it is paused, bayanSheet reads nothing from your mail and sends nothing from it. Your search and settings are kept. An owner presses “Resume syncing” to start again.
An owner can press “Disconnect” in Settings › Gmail at any time, even while your account is on hold. bayanSheet then asks Google to end its access, deletes the stored permission and the saved search, and stops all reading and sending at once.
Invoices already merged stay in your documents in Drive, and bayanSheet keeps its records of the invoices already found; the Cargo invoices screen shows them again once Gmail is connected again. To connect again later, an owner presses “Connect Gmail” and saves the search again. If your company uses “Send to client”, the owner then presses “Reconnect Gmail” to allow sending again.
Google ends all of bayanSheet's access for a Google account at once. So if your Gmail and your Drive connection use the same Google account, “Disconnect” in Settings › Gmail also ends the Drive connection, and “Disconnect Google” in Settings › Drive also ends the Gmail connection. With two different Google accounts, each one ends only its own connection.
After “Disconnect Google”, an owner presses “Reconnect Gmail” in Settings › Gmail. The saved search is kept. That asks only to read, so if your company uses “Send to client”, the owner presses “Reconnect Gmail” a second time, to allow sending.
After a Gmail “Disconnect”, bayanSheet cannot open your sheet or the documents it filed until an owner connects Drive again with the same Google account. Do not press “Disconnect Google” for this: it also deletes your column mapping. The steps are:
You can also remove bayanSheet's access in your Google Account, at myaccount.google.com/linkedapps. Find bayanSheet in the list and remove its access. This ends everything that Google account gave bayanSheet at once: the Gmail connection, and the Drive connection too if it uses the same account.
Once bayanSheet notices, Settings › Gmail says “Google withdrew access. Reconnect to resume.” To delete what bayanSheet still stores for that connection, including the saved search, an owner then presses “Disconnect” there. To use Gmail again instead, an owner presses “Reconnect Gmail” there, and presses it a second time to allow sending if your company uses “Send to client”. To use Drive again, follow the steps above.
There is no delete button in the app yet. To have your company's account and its data deleted, an owner emails iyasseralsaidi@gmail.com from the address they sign in with.
We first make sure Gmail, Drive and QuickBooks are disconnected, so that bayanSheet keeps no access at Google or Intuit. Then we delete the company, its members' accounts, its connections and its records, including the invoices found in your mail and the Gmail IDs we kept.
A few records are kept after that: payment records, security-log entries and our do-not-email list, as our privacy policy explains. You can ask us to remove them too. Rows in your sheet and files in your Drive are yours, and stay where they are.
To have only your Gmail data deleted and keep your account, an owner emails iyasseralsaidi@gmail.com too. We then disconnect Gmail and delete the invoices found in your mail, the Gmail IDs we kept and the records of the invoices emailed with “Send to client”.
bayanSheet's use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
Your Gmail data is used only for the features described on this page. It is not sold, not used for advertising, and not used to develop, improve, or train AI or machine-learning models.
Any question about your Gmail data: iyasseralsaidi@gmail.com.