Gmail integration: quote requests to draft loads

Northgate Home emails Ashgrove Logistics's brokerage inbox: "Can you do 3 stops Brampton to Buffalo Thursday? About 18 pallets, 26,000 lbs. Liftgate at the last stop." Nobody copies that into a quote form by hand. The Inbox agent reads it from the connected mailbox, finds Northgate Home's contract, and hands it to the Quoting agent, which prices Q-20944 in US dollars from the linehaul, two extra stops, the liftgate and the fuel surcharge: $2,315.00 total, a 16.8% margin over the $1,925.00 it expects to pay a carrier. The draft shows its reasons: Northgate's contract sets the rate for stops and the liftgate, and carrier cost on the lane has averaged $1,925.00 over the last 30 days. A rep reads the price and the reasons together on Brokers and approves it, edits it, or sends something different.

Rate confirmations move the same way: one that lands in the mailbox, matched to the load it references, is read into that load's record instead of becoming an attachment someone has to open and re-key by hand.

What Roadmark reads, and what it doesn't

Connecting Gmail or Google Workspace gives Roadmark read-only access to one mailbox, through the Gmail API. The scope it asks for is gmail.readonly, which Google classifies as a restricted scope: enough to read messages and labels, not enough to send, delete or change anything. For a mailbox someone signs into themselves, that person grants the scope directly through Google's OAuth consent screen. For a shared mailbox, such as a brokerage's quotes inbox, connecting it a different way, without every person who might use that inbox signing in individually, needs a Google Workspace super admin. They authorize Roadmark for domain-wide delegation in the Admin console, under Security > Access and data control > API controls, naming Roadmark's client and the read-only mail scope. Google applies that grant to every user in the domain rather than to one mailbox, so the limit to the mailboxes you connect is Roadmark's, and Google's own guidance is to keep the scope as narrow as the app needs, which for Roadmark is read-only mail.

Reading is where it stops. Roadmark doesn't send, delete or reorganize anything in the connected mailbox, and it doesn't touch Google Calendar or Contacts. A reply still goes out from a person's own Gmail, the way it does today.

What becomes a draft, and what doesn't

Two kinds of email turn into work: a quote request, which becomes a priced draft the way Q-20944 did, and a rate confirmation, which attaches itself to the load it belongs to. Everything else, a billing question, a sender Roadmark hasn't seen before, a reply in a closed thread, goes to a person instead of being guessed at.

Turning it off, and what's recorded

The connection works the same as any other integration on Security: every draft it produces is recorded, who or what made it and when, and the connection itself can be turned off for a person, a team or the whole company at any time, from Roadmark, and a Workspace admin can also remove Roadmark's access in the Admin console. Nothing about the mailbox connection changes how sign-in works either; your team still signs in with the identity provider you already run.

See Quoting for how a price is built once the request is read, and AI agents for what the Inbox agent hands off, and to whom, across a whole day of mail.