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 financial documents (receipts, invoices, and statements) 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 plans for Google 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.

No. You do not need to switch your business email to Gmail or Google Workspace to use Transit Ledger. You can forward receipts, invoices, and bank statements from Microsoft 365, Outlook, Apple Mail, Proton, Yahoo, or your own private corporate email domain.

What you need a Google account for:

• Google Drive: Stores your original receipt PDFs, image uploads, and bank statements in your own cloud under your direct ownership.
• Google Sheets: Houses your live, automated financial ledgers and monthly tax summaries.
• Google Sign-In: Provides secure OAuth login so you never have to create or manage a separate password.

(You can use any free personal @gmail.com account or an existing Google Workspace account for this purpose.)

How to process documents if you don't use Gmail for email:

• Full-Featured Email Forwarding: Forward vendor bills, receipts, or multi-page bank statements from Outlook or any email client directly to your dedicated Transit Ledger ingestion alias (e.g., yourname.alias@invoices.transit-ledger.com). You can also configure automatic forwarding rules in Microsoft 365.
• Web Dashboard & Mobile Capture: Drag and drop receipts or capture photos directly on desktop or mobile via the web app.
• Google Drive "Open With": If documents are stored in Google Drive, right-click any file and select Open with > Transit Ledger.

Note: The only feature specific to Gmail is the Process button inside the Gmail sidebar Add-on panel. Every other capability—including multimodal AI extraction, multi-company routing, statement reconciliation, and automated spreadsheet filing—functions identically regardless of your email provider.

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

• Documents: PDF documents, Excel spreadsheets (.xlsx), 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).

Transit Ledger supports single receipts, multi-item invoices, and multi-page statements across PDF, PNG, JPG, HEIC, and WebP formats under the following boundaries:

• Web Dashboard Uploads: Direct uploads currently support document and image files up to 6.5 MB per file.
• Email Ingestion: Forwarding receipts or statements to your dedicated ingestion alias supports attachments up to standard mail gateway limits (typically 15–20 MB, depending on your sending email provider).
• Multi-Page Statements: Multi-page statements are automatically split into 4-page processing chunks for parallel extraction, with non-financial terms and disclosure pages automatically waived at 0 credits.

(Note: Enhanced direct upload file size and page processing limits are actively queued in our product roadmap and will be reflected here upon release.)

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, bills, receipts, or statement attachments from your registered email address to our secure ingestion domain.
• The Google Workspace Add-on: Seamlessly process documents right where they live with zero manual downloads: process email attachments directly inside Gmail, or process files in Google Drive by right-clicking any document and selecting 'Open with' > Transit Ledger.

Transit Ledger is 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 vision AI will automatically deskew, crop, extract line items and totals, and append the record to your Google Sheets spreadsheet within seconds.

Transit Ledger automatically filters out email signature clutter and tiny inline graphics. Transparent spacers, tracking pixels, brand signature icons, and social media logos are pruned during email parsing and discarded at zero credit cost. If an inbound email contains a standalone document that is not a financial receipt or invoice (such as a contract or newsletter), it undergoes standard AI evaluation and safe Google Drive archiving at the standard 1-credit non-invoice rate.

Transit Ledger uses targeted verification tailored to the document type:

• Statement Mode (Cryptographic SHA-256 Hashing): Every inbound bank and credit card statement undergoes cryptographic binary hashing before processing. If an identical statement file is submitted again, our intake gate immediately intercepts it at zero credit cost and redirects you to your existing generated Google Sheets statement ledger.
• Invoice & Receipt Mode (Entity & Reference Matching): Inbound invoices and receipts are extracted by AI and verified against your active quarterly Google Sheets ledger for matching Invoice Numbers, Dates, and Vendors.

If a match is detected, the entry is recorded with a "POTENTIAL DUPLICATE" note and highlighted in red on your spreadsheet, alerting your bookkeeping team to possible double-billing without silently dropping original source documents.

Standard invoice mode logs a single line entry per document into your quarterly ledger (vendor, transaction date, tax breakdown, and total amount). In contrast, Statement Mode ingests multi-page documents (PDF bank statements, credit card statements, and bulk account summaries), decomposes dozens of line-item transactions into individual spreadsheet rows, verifies opening and closing balances ($0.00 zero-variance balance check), and builds a dedicated multi-tab financial workbook in Google Sheets.

Yes! When you receive complex vendor invoices containing dozens of separate purchased items, bulk materials, or project billings (e.g., hardware store runs, cloud infrastructure statements, or wholesale distributor orders), you can process them in Statement Mode. The engine decomposes every individual line item into its own spreadsheet row with descriptions, item quantities, and amounts, while verifying that the line items sum to the invoice total. Transit Ledger also updates your primary quarterly expense ledger with a master summary row and creates seamless two-way links: jump directly from your master expense ledger to the itemized breakdown sheet, or click right back to your master ledger from the itemized sheet.

No. Transit Ledger does not rely on legacy optical character recognition (OCR) tools. Traditional OCR systems convert images into raw, unformatted text coordinates that easily break on tilted scans, non-standard fonts, or complex multi-column tables.

Instead, Transit Ledger is engineered with multimodal vision artificial intelligence. Our AI models visually interpret document layouts the same way an experienced human bookkeeper does—natively understanding spatial relationships between line items, dates, and amounts. This allows Transit Ledger to accurately deconstruct high-density, multi-page bank and credit card statements, parse multi-currency foreign exchange rates, and calculate complex regional sales taxes with zero brittle OCR templates or manual coordinate mapping.

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.

Transit Ledger organizes configuration across two distinct layers: central account administration and runtime execution toggles.

Web Dashboard (Central Administration): Multi-company setups, forwarding aliases, Google Drive folders, and custom categories are managed centrally in your Web Dashboard and automatically sync to the add-on.

Gmail Add-on (Runtime Processing Options): Inside Gmail, you can select which company to assign the receipt or statement to, and choose processing options for that document—such as looking up foreign exchange (CAD) rates, outputting plain URLs for CSV/Excel exports, and logging the submission source.

Our pipeline uses Google Document AI and specialized vision 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 (Sales Tax, GST/HST/PST, VAT), 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 Hyperlinks (Drive & Gmail): The spreadsheet row is automatically updated with a direct link to the receipt file in your Google Drive. If the document was processed from Gmail, a second link takes you directly back to the original email thread for quick reference during tax filing, expense verification, or financial review.

Transit Ledger processes multi-page financial statements through an automated extraction, balance reconciliation, and workbook generation pipeline:

1. Multi-Page Layout Chunking: Multi-page PDFs are ingested and analyzed in parallel using multimodal vision AI, preserving complex tables and sub-totals without brittle OCR templates.
2. Line-Item Deconstruction: Every transaction is extracted into discrete rows with posting dates, transaction dates, descriptions, standardized categories, and debit/credit amounts.
3. Balance Verification ($0.00 Variance Check): The engine automatically verifies opening balances, deposits, withdrawals, and closing balances, checking that your statement achieves a $0.00 variance.
4. Dedicated Multi-Tab Workbook: A standalone Google Sheets spreadsheet is generated with an Executive Summary tab and dedicated tabs for each account or cardholder.
5. Master Ledger Consolidation: A master summary row is appended to your primary ledger, linking directly to both the original statement PDF and your new itemized workbook in Google Drive.

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 plan) and require a Google Workspace organization account (Business, Enterprise, or Education).
• Shared Drive Setup: Create a Shared Drive within Google Workspace, add your team members, and create a dedicated destination folder inside it (e.g., Company Expenses). Next, add the Transit Ledger Service Account (transit-ledger-connector@eagna-transit-ledger-prod.iam.gserviceaccount.com) as a Contributor so it can create Google Sheets™ spreadsheets, store original receipts, and file bank statements in that folder.
• Dashboard Configuration: In the dashboard connection settings, each user uses the Google Picker to select that same destination folder in the Shared Drive. All files and ledger rows processed by any team member will now consolidate directly into your shared sheets in real time.

Yes, with one important rule: do not insert new columns in the middle of the standard columns. Transit Ledger writes an array of standard columns (Date, Vendor, Category, Taxes, Total, Drive/Gmail Links, and Notes) starting at Column A. You can safely add custom columns (such as internal project codes, approval statuses, or payment methods) to the right, after the standard columns. You can also freely edit extracted text or numbers, add notes to the existing Notes column, adjust column widths, or apply custom cell styling without disrupting future automated appends.

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., TL-ELMST-CAN-2027 for a company or TransitLedger-CAN-2027 for personal 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 tax records.

Yes. Transit Ledger is designed for catch-up bookkeeping. When you upload prior-period receipts or backlogged bank and credit card statements, the system extracts the actual transaction dates from the source documents rather than using the upload timestamp. Documents are filed into the corresponding annual archive folder in Google Drive, and entries are appended to that calendar year’s Google Sheets ledger so prior tax periods remain isolated and clean.

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.

Yes. Google Sheets provides standard native export to .csv and .xlsx formats. Every ledger generated by Transit Ledger uses clean, standardized tabular headers—including Transaction Date, Vendor / Payee, Expense Category, Pre-Tax Amount, Tax Breakdown, Total, Currency, Notes, and the direct Google Drive receipt or statement link. Bookkeepers and accountants can import these files using the standard CSV mapping utilities in QuickBooks Online, Xero, Wave, FreshBooks, or Sage to match transactions without manual keystroke transcription, while retaining a direct link back to the original source document.

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]+ELMST@invoices.transit-ledger.com targets "Elm Street Plumbing."
• 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 using your alias and tax region (e.g., TL-ELMST-CAN-2026, where ELMST is your registered company alias like Elm Street Plumbing, and CAN is your country/tax region). The Main tab features an in-sheet metadata overview banner displaying the company name, registered aliases, Google 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 Google Drive Homepage, select your active company from the dropdown menu before clicking Process.

Yes. From your central Web Dashboard, you can add, modify, or remove expense categories to mirror your specific general ledger account codes or project tags. Custom categories automatically synchronize to the category validation dropdowns in your Google Sheets and the Google Workspace Add-on. You can also target categories automatically during email forwarding by using plus-address routing (for example, youralias+company+software@transit-ledger.com).

If the AI determines an incoming document is a non-billing file (such as a newsletter, contract, 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 Sheets ledger. 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 monthly processing credit 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 processing credits) to use for the rest of June. On July 1st, your limit resets to a fresh 1,250 processing credits, 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 plan quota, you receive an automated in-app alert and email notification. Inbound emails received after reaching 100% capacity do not bounce back to the sender; instead, Transit Ledger safely captures incoming attachments in your Web Dashboard's Pending Queue (holding up to 50% of your upcoming monthly credit allocation) for up to 90 days. You can purchase an on-demand volume top-up directly from your dashboard billing panel (or wait for your monthly cycle to renew), then click Retry on each held document in your dashboard to process it immediately without re-forwarding.

All your receipts, statement ledgers, 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.

Bank and credit card statements are multi-page financial documents containing dense transaction tables. Because our pipeline extracts and validates every line item, each financial page costs 3 Processing Credits (compared to 1 credit for standard single-receipt documents). Under our Fair Billing Policy, fine-print legal disclosures, bank fee schedules, non-financial pages, and blank spacers are automatically waived at 0 credits.

Statement extraction requires an Express plan or higher. If an automated email rule or bank notification forwards a statement while you are on the Commute plan, our Safe Vault Archiving feature automatically stores the original PDF in your Google Drive under Statements / Unprocessed Statements (Commute Plan) at 0 credit cost. Your automated forwarding rules never bounce, and your source PDFs are never rejected or lost.

When you upgrade to Express or higher, you can process your archived statements at your convenience—either by right-clicking the PDF in Google Drive and selecting Open with → Transit Ledger, or by uploading it directly through the Web 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, statements, 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 document (receipt, invoice, bill, or statement) you select in Gmail or Google Drive—we never read, search, or access 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.

Every transaction recorded in your Google Sheets links directly to its supporting records so you or your accountant can verify every number:

• Google Drive File Links: Each ledger row includes a direct link to open the saved copy of the receipt or invoice PDF in your Google Drive.
• Gmail Message Links: When you capture a document using the Gmail Add-on, the ledger row includes a direct link back to the original email conversation thread in your inbox.
• Two-Way Itemized Links: For multi-item invoices, two-way links connect the summary row in your primary quarterly ledger directly to the detailed line-item breakdown tab.
• Statement Balance Verification: Statement workbooks automatically check the math across starting balances, transactions, and closing balances to verify a $0.00 difference, while recording a digital document fingerprint (SHA-256 hash) to confirm the file has not been altered.

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

• Notification Preference Center: Visit Notification Preferences on your dashboard to toggle specific email alerts on or off, including processing confirmations, quota milestone alerts, and monthly ledger summaries.
• Direct Unsubscribe Links: Every non-mandatory email includes an Unsubscribe link in the footer and standard mail headers (RFC 8058) that take you straight to your dashboard's Notification Preferences page to update your settings.
• Mandatory Account Notices: Critical security and service notices—such as Google Workspace re-authorization requests, billing receipts, deliverability warnings, or account deletion confirmations—remain active to protect your account.

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 verification metadata (exact timestamps, vendor identification, and extracted tax line items) satisfying strict statutory recordkeeping and expense verification requirements.

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 restricted, single-email permission that activates only for the specific email you are currently viewing, and only when you manually launch Transit Ledger. It reads solely the currently displayed message to extract the attached invoice, receipt, or statement.

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.