Transit Ledger Support

Yes. Transit Ledger integrates directly with Google's secure cloud ecosystem to support our strict Zero-Retention privacy policy. We support all types of Google identity credentials:

• Personal Accounts: Standard @gmail.com accounts.
• School Accounts: Educational institutions utilizing Google Workspace™ for Education.
• Corporate & Business Accounts: Enterprise and professional organizations running Google Workspace™.

Your processed invoice files and ledger spreadsheets are stored directly inside your own Google Drive™ ("My Drive"), or a designated "Shared Drive™" (available on our Express, Transit, and Overdrive tiers for Workspace™ accounts). Since we authenticate securely using OAuth, you retain 100% ownership and access control over all accounting documents; no files or logs are ever permanently stored on Transit Ledger's servers.

Transit Ledger supports all common invoice and receipt formats. You can upload:

• Documents: PDF documents, Word documents (.docx), Rich Text files (.rtf), Text files (.txt), and saved HTML emails (.html, .htm).
• Photos: Standard image files and smartphone photos (PNG, JPEG/JPG, WebP, GIF, and iPhone photo formats like HEIC/HEIF).

Note: If you have an Excel spreadsheet (.xlsx) containing billing details, please save or export it as a PDF or CSV file before uploading.

Transit Ledger provides multiple flexible channels to ingest files into your accounting sheet:

• The Web Dashboard Uploader: A drag-and-drop file uploader designed for quick processing and batch uploads. You can upload files from your local device or select them directly from your Google Drive™ using our file picker.
• Inbound Email Forwarding: Forward PDFs or image receipt attachments from your registered email address to our secure ingestion domain.
• The Gmail™ Add-on: Inspect and ingest email attachments directly inside your Google Workspace™ inbox with a single tap, bypassing manual downloads entirely.

Transit Ledger is officially verified and approved by Google, available directly in the public Google Workspace Marketplace™:

• Quick Two-Step Installation: Visit the Google Workspace Marketplace™ listing for Transit Ledger, click Install, and follow the guided Google installation wizard to grant access to your Google Workspace™ account.
• Google Workspace Integration: Once installed, Transit Ledger appears directly in the side panel of Gmail™ (to process attachments or email bodies with one tap) and Google Drive™ (to process files directly from your cloud storage).
• Real-Time Synchronization: The add-on automatically connects to your secure Transit Ledger account. Any updates to your categories, companies, or storage folders made in the Web Dashboard are instantly reflected in your add-on.

Yes. When you access your Transit Ledger dashboard on any smartphone or tablet, you can upload physical receipts directly. Depending on your mobile operating system and browser capabilities (such as Android or iOS), tapping Upload Document natively prompts you to either snap a photo directly using your device's camera or select an existing receipt or PDF from your photo library or local files. Transit Ledger's OCR and AI will automatically deskew, crop, extract line items and totals, and append the record to your Google Sheet within seconds.

Transit Ledger automatically filters out non-invoice visual clutter. Transparent spacers, tracking pixels, brand signature icons, and social media logos are automatically identified and discarded at zero credit cost. Quota is only consumed when our processing engine identifies a genuine commercial invoice, billing statement, or receipt.

Every inbound file and attachment undergoes dual-layer verification:

• Cryptographic SHA-256 Hashing: Prevents identical binary files from being ingested twice.
• Entity & Reference Matching: Invoices bearing identical vendor names, invoice numbers, dates, and total amounts are flagged as duplicates.

When a duplicate is detected, it is logged with a warning, preventing your Google Sheet from recording duplicate deductions or inflating your expense figures.

Transit Ledger only requests access to files and spreadsheets that you explicitly create or select using our tools. We cannot see, read, or modify other personal files in your Google Drive™.

When you first configure your folders in the dashboard, the Google Picker acts as your delegation tool. Selecting a folder explicitly authorizes Transit Ledger to save new receipt files into that folder. Once authorized, our system writes files directly to that folder without duplicating paths or nesting sub-folders.

The Gmail™ Add-on shares the same central settings as your Web Dashboard. Any adjustments you make to your companies, aliases, target folder IDs, or category lists on the web dashboard are instantly active in the Gmail™ Add-on.

Note: All settings are synchronized automatically across all interfaces in real time.

Our pipeline utilizes premium Google Document AI and private, fine-tuned LLM models to analyze document layouts in real time. The extraction flow is fully automated:

1. Metadata Extraction: The system automatically extracts the Vendor Name, Date, Base Amount, Taxes (GST, PST, HST, etc.), Total Amount, Currency, and classifies the Category based on your customized lists.
2. Sheet Row Append: A new row with this structured metadata is appended to your connected Google Sheets™.
3. PDF / Image Storage: The original receipt is securely saved to your designated Google Drive™ folder.
4. Direct Hyperlink: The spreadsheet row is automatically updated with a direct, clickable hyperlink pointing straight to the receipt file in your Google Drive™, making audit-ready tracking effortless.

To configure collaboration across separate user profiles using Shared Drives™:

• Eligible Plans & Accounts: Team members must be on an eligible plan supporting Shared Drives™ (Express, Transit, or Overdrive tier) and require a Google Workspace™ organization account (Business, Enterprise, or Education).
• Shared Drive™ Setup: Create a Shared Drive™ within Google Workspace™ and add the Google accounts of your team members as contributors. Next, add the Transit Ledger Service Account (transit-ledger-connector@invoice-processing-cloud.iam.gserviceaccount.com) as a Contributor (or Manager) to authorize backend file uploads and sheet edits.
• Dashboard Configuration: In the dashboard connection settings, each user selects the same Shared Drive™ destination folder. All files and ledger rows processed by any team member will now consolidate directly into your shared sheets in real time.

Yes. Transit Ledger operates on a strict append-only architecture. The engine reads the next available empty row at the bottom of the active sheet tab to append new transactions. You can safely add custom columns (such as approval notes, internal project codes, or reimbursement statuses), adjust column widths, apply cell formatting, or edit extracted values without disrupting future automatic insertions.

Your data is never wiped or overwritten. At the start of a new calendar year (January 1st), Transit Ledger automatically provisions a new annual tab or spreadsheet (e.g., Transit-Ledger-2027-Expenses) based on your ledger settings. All transactions from previous years remain completely untouched and accessible directly in your Google Drive™ for historical reporting and audit verification.

Yes. Because your data resides natively in your own Google Drive™, you can share your spreadsheet or receipt folder with your accountant, CPA, or bookkeeper using native Google Workspace permissions (Viewer, Commenter, or Editor). Your accountant does not need a Transit Ledger account or license to review records, download receipt PDFs, or export data to QuickBooks, Xero, or CSV format.

We support multi-company structures and automated categorization using plus-addressing rules. By formatting the recipient address, you can override default behavior:

• Company Targeting: Direct receipts to a specific company by appending the registered shortcode alias to your personal forwarding address. For example, sending to [your-alias]+Eagna@invoices.transit-ledger.com routes files to your "Eagna-Smart Solutions, Inc." folder, while [your-alias]+ITISS@invoices.transit-ledger.com targets "IT-ISS."
• Category Overrides: Force a specific expense category by appending a second plus-suffix. For example, sending to [your-alias]+Eagna+Consulting@invoices.transit-ledger.com directs the file to the Eagna company and automatically registers the category as "Consulting", completely bypassing AI classification.

All aliases and categories are dynamically pulled from your central secure dashboard settings.

Transit Ledger provides complete multi-entity separation under a single login. For each company you configure, the platform manages independent folders, accounting ledgers, and routing rules:

• Dedicated Annual Spreadsheets: Annual spreadsheets are dynamically named per company (e.g., Transit-Ledger-2026-Eagna and Transit-Ledger-2026-ITISS). The Main tab features an in-sheet metadata audit banner displaying the company name, registered aliases, Drive folder ID, and category count.
• Guaranteed Email Routing (Plus-Addressing): To guarantee 100% accurate assignment without relying on automated AI analysis, format your personal forwarding address using plus-addressing: [your-alias]+<company>+<category>@invoices.transit-ledger.com (for example, if your personal alias is sara-48f1, send to sara-48f1+Eagna+Consulting@invoices.transit-ledger.com). Your unique personal alias is displayed directly on your Web Dashboard.
• Add-on Company Selector: When using the Gmail™ Add-on or Drive Homepage, select your active company from the dropdown menu before clicking Process.

If the AI determines an incoming document is a non-billing file (such as a newsletter, statement, or packing slip), you can choose how it is organized under settings:

• Activity Sheet (with Google Drive™ link): Logs basic metadata (Timestamp, Sender, Subject) to the Transit-Ledger-Activity tab in your spreadsheet, uploads the document to Google Drive™, and generates a direct link.
• Separate Annual File: Logs detailed activity metadata to a separate dedicated activity spreadsheet in your Google Drive™ (e.g., Transit-Ledger-Activity-2026) and saves the document in Google Drive™.
• Financial Ledger (Zero Amount): Logs the document as a standard row in your quarterly ledger tab but sets all monetary amounts to 0.00.
• Do Not Log: Discards the document completely, skipping both spreadsheet logging and Google Drive™ upload to preserve your storage space.

Transit Ledger natively detects international standard ISO currency codes (including USD, CAD, EUR, GBP, AUD, and more). The original currency code, subtotals, tax amounts, and grand total are recorded in dedicated currency columns on your Google Sheet. If your account has a primary reporting currency configured, Transit Ledger also records exchange notes so your bookkeeper has full transaction provenance.

Your processing usage limits and payment billing cycles run on different schedules:

• Payment Billing Cycle: Your card is charged exactly one month after your subscription purchase (on your monthly signup anniversary date). For example, if you subscribe on June 7th, your card is charged next on July 7th.
• Quota Resets: Your invoice processing limit resets to zero automatically on the 1st of every calendar month.

Example Advantage: If you sign up on June 15th, you get your full monthly allotment (e.g. 1,250 invoices) to use for the rest of June. On July 1st, your limit resets to a fresh 1,250 invoices, even though your card will not be charged again until July 15th.

Transit Ledger makes business expense accounting seamless by issuing compliant corporate tax invoices and receipts:

• Business Company Name: During checkout for any plan or top-up, check 'Purchasing as a business' to enter your registered Company Name. This name is synchronized to your customer profile and printed on all official invoices and receipts.
• International Business Tax IDs: For cross-border business purchases (such as VAT in the UK and European Union, or GST in Australia and New Zealand), enter your business tax registration number at checkout for reverse-charge tax exemption and compliant B2B tax invoicing.
• Itemized Invoices & Tax Receipts: Both recurring subscriptions and one-time volume top-ups automatically generate downloadable PDF tax receipts and itemized invoices directly in your Stripe customer billing portal.

Inbound documents are never lost. When your usage reaches 80% and 100% of your tier quota, you receive an automated in-app alert and email notification. Invoices received after reaching 100% capacity are safely queued rather than bounced. You can instantly purchase an on-demand volume top-up directly from your dashboard billing panel without needing to change your monthly subscription tier.

All your receipts, PDFs, and Google Sheets reside directly inside your own Google Drive™ and remain under your complete ownership and control even if you cancel your subscription. Under our Zero-Retention architecture, Transit Ledger does not lock your files or gate your access behind a paywall. You can cancel your subscription at any time with one click from the Stripe billing portal in your dashboard.

At Transit Ledger, privacy is not just a setting—it is the core of our architecture. We operate on a strict Zero-Retention paradigm:

• No Persistent Customer Database: We do not store or maintain a permanent database of your receipts, business invoices, transaction ledgers, or extracted financial details. Your financial records reside exclusively within your personal, secure Google Workspace™ account.
• Real-Time Isolated Processing: Documents are analyzed in real time solely to perform extraction. Your document text and business information are processed in complete isolation and are never used to train public or proprietary AI models.
• Targeted Access Only: We request access strictly to the single invoice or receipt you select in Gmail™ or Google Drive™—we never scan, index, or search the rest of your inbox or personal Google Drive™ files.
• Automatic Expiration & Cleanup: Once processing completes, your structured data is written directly to your designated Google Sheets™ and Google Drive™. Temporary cloud staging files are automatically purged within 24 hours, and automated system diagnostics expire on a rolling 90-day cloud lifecycle.

Your financial files and records reside strictly within your personal, secure Google Workspace™ account, remaining completely invisible to anyone else.

The Sender Blocklist prevents unwanted automated processing of documents. By adding specific email addresses (e.g., spammer@domain.com) or entire domains (e.g., spamdomain.com) in your settings, any document or email received from those senders via email ingestion or the Gmail™ Add-on is immediately blocked and discarded. You will not be charged any processing credits, and no files or spreadsheet rows will be created. Domain blocks are subdomain-aware; blocking google.com will also block emails sent from accounts.google.com.

To protect mail server reputation and comply with data privacy regulations, the platform enforces automated inactivity and deliverability rules:

• Email Deliverability & Blocks: If a system notification permanently bounces or is reported as spam, email alerts are paused and dashboard access is locked to protect our mail reputation. You can unlock your account immediately by clicking 'Send Verification Email' on your dashboard and confirming the secure link sent to your inbox.
• Account Inactivity Policy: Inactive accounts with no activity for 11 months will receive a 30-day warning. After 12 months of inactivity, the configuration profile on our servers is permanently deleted. **Your Google Drive™ files are completely safe:** operating on a zero-retention privacy model, we never store or modify your files, and your folders/spreadsheets in Google Drive™ will remain absolutely untouched.

Recent platform updates deliver seamless audit traceability and self-service account management:

• Clickable In-Sheet Audit Links: Every row recorded in your Google Sheet includes direct clickable links: jump directly to the archived receipt in Google Drive™, or click the Gmail link to open the original source email conversation in Gmail™ instantly.
• Notification Deep-Linking: Action emails automatically deep-link directly into your dashboard sections (e.g., Settings with an amber focus glow on your connection card, or Notification Preferences to manage email frequencies).
• Self-Service Deliverability Verification: If an automated alert ever bounces or pauses notifications, users can verify their email address and immediately unlock their account with a single click from the dashboard.

Transit Ledger gives you complete, granular control over your notification preferences:

• Notification Preference Center: Visit your dashboard's Notification Preferences to view and toggle your notification categories. You can choose whether to receive processing confirmations, milestone alerts (e.g., 80% quota usage), or monthly ledger summaries.
• One-Click Unsubscribe (RFC 8058): All automated platform emails support CASL and RFC 8058 standards, featuring a native one-click Unsubscribe button in supported email clients (such as Gmail™) to instantly adjust your preferences without signing in.
• Mandatory Security & Account Notices: Critical account notices—such as Google Workspace™ re-authorization requests, billing receipts, deliverability warnings, or account deletion confirmations—are mandatory to ensure uninterrupted service and account security.

Yes. Both the United States Internal Revenue Service (IRS Rev. Proc. 97-22) and the Canada Revenue Agency (CRA Information Circular IC78-10R5) permit electronic storage of tax records provided the system preserves legibility, prevents alteration, and maintains indexing. Transit Ledger stores unaltered, high-resolution original PDFs alongside detailed spreadsheet audit metadata (exact timestamps, vendor identification, and extracted tax line items) satisfying strict statutory audit standards.

Transit Ledger strictly adheres to Google's principle of least privilege and uses Google-verified security scopes:

• Drive Storage (drive.file): A highly limited, non-sensitive scope that grants access only to the specific folders and spreadsheets created by Transit Ledger or explicitly opened with it. It cannot view, search, or modify any other files in your Google Drive.
• Gmail Add-on (gmail.addons.current.message.readonly): A sensitive, Google-verified contextual scope that activates only when you manually open the Transit Ledger add-on while viewing an email. It reads solely the currently displayed message to extract the attached invoice.

Transit Ledger never requests full Gmail inbox access (gmail.readonly or mail.google.com) and never scans your private inbox. For complete details, see our Google API Disclosure in our Terms of Service.