# Gmail integration: quote requests to draft loads

> Roadmark reads quote requests and rate confirmations from a connected Gmail or Google Workspace mailbox and turns them into drafts for a person to approve.

URL: https://roadmark.ai/integrations/gmail
Language: en
Last updated: 2026-10-01

**TL;DR:** Roadmark reads quote requests and rate confirmations from a connected Gmail or Google Workspace mailbox, and the Inbox and Quoting agents turn them into a draft quote or load. A person approves, edits or rejects each draft; Roadmark doesn't send mail on its own.

## What syncs

One row for each kind of record: which way it moves, and when.

| What | Direction | When |
| --- | --- | --- |
| Quote request emails | Gmail to Roadmark | As they arrive in the connected mailbox |
| Rate confirmations | Gmail to Roadmark | As they arrive, matched to the load they reference |

## Setting up Gmail

1. **Connect Gmail or Google Workspace:** The mailbox owner signs in with Google and grants Roadmark read-only access to that inbox. For a shared mailbox the whole team uses, a Google Workspace super admin can authorize Roadmark with domain-wide delegation instead.
2. **Keep the scope narrow:** Roadmark asks for the gmail.readonly scope and nothing broader. Domain-wide delegation is set per client and per scope in the Admin console, but Google applies it to every user in the domain, so Roadmark itself limits reading to the mailboxes you connect.
3. **Test with a real email:** Send one quote request through the connected mailbox and check the draft it becomes before turning it on for everything that arrives there.

### Before you start

- A Gmail or Google Workspace mailbox to connect, individual or shared.
- For a shared mailbox: a Google Workspace super admin who can authorize it in the Admin console.

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](https://roadmark.ai/ai-agents) 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](https://roadmark.ai/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](https://developers.google.com/workspace/gmail/api/auth/scopes).
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](https://knowledge.workspace.google.com/admin/apps/control-api-access-with-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](https://roadmark.ai/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](https://roadmark.ai/quoting) for how a price is built once the request is read,
and [AI agents](https://roadmark.ai/ai-agents) for what the Inbox agent hands off, and to whom,
across a whole day of mail.

## Questions about Gmail and Roadmark

### Does Roadmark read every mailbox in our Google Workspace?

No. Roadmark reads the mailbox you connect, usually a shared inbox for quote requests and rate confirmations. If a Workspace super admin authorizes it with domain-wide delegation, Google sets that grant per client and per scope, here read-only mail, but applies it across the domain, so Roadmark reads only the mailboxes you connect in Roadmark.

### Does it send email on our behalf?

No. Roadmark asks for gmail.readonly, not gmail.send. It reads quote requests and rate confirmations and drafts what should happen next, a quote or a load, but a person sends any reply from their own Gmail.

### What happens to an email that isn't a quote request or a rate confirmation?

It's left alone. The Inbox agent opens what looks like a quote request or a rate confirmation and drafts the next step; anything else, including a sender it hasn't seen before, is routed to a person instead of guessed at.

### Can we connect one person's Gmail instead of a shared inbox?

Yes. Anyone whose mail includes quote requests or rate confirmations can connect their own mailbox with the same read-only OAuth grant. If your Workspace admin restricts which third-party apps can reach Gmail, the admin marks Roadmark as trusted in the Admin console first.

## Related pages

- [Quoting and CRM](https://roadmark.ai/quoting): Customers, lanes, rates and RFQs
- [Roadmark AI agents](https://roadmark.ai/ai-agents): Specialized agents for quoting, planning and more
- [Brokers and 3PLs](https://roadmark.ai/brokers): Quote, cover, track and bill
- [Outlook integration: quote requests to draft loads](https://roadmark.ai/integrations/outlook): Roadmark reads quote requests and rate confirmations from a connected Outlook or Exchange Online mailbox and turns them into drafts for a person to approve.

Companies, people and shipment figures in product examples are fictional. They illustrate workflows and are not customer testimonials or measured results.