MailToSheet Ai Documentation

1. Create a Workflow

After signing up, click "New workflow" in your dashboard, or follow the Getting started checklist. Setup has three steps:

1. Sample: upload a sample document (PDF, CSV, text, JSON or an image). Our AI finds the fields it contains, and you pick the ones you want as columns. A preview shows how the first row will look.
2. Destination: choose where the rows go.
   • Google Sheets: share the sheet with our service email (shown during setup) as an Editor, then paste the sheet's link or ID and, optionally, the tab name. Your own account email must also own or be able to edit the sheet; we check this before writing to it.
   • Airtable: provide your Base ID, Table Name, and an Airtable personal access token with the data.records:read and data.records:write scopes. We store it encrypted.
   You can test the connection, and for Google Sheets insert a test row, before going live.
3. Details: name the workflow and list its allowed senders.

2. Setup Auto-Forwarding

Once created, you will get a unique email address like project.a1b2c3@sheet.mailtosheetai.com.

1. Go to your email provider settings (Gmail, Outlook, etc.).
2. Set up a forwarding rule based on criteria (e.g., "from: invoices@vendor.com" or "subject: New Lead").
3. Forward these emails to your unique MailToSheet address.

3. Data Mapping

The fields you select from your sample document become your columns: in Google Sheets they are written to columns A, B, C… in the order you selected them; in Airtable each field goes to the field with the same name. You can change the column letters or Airtable field names later on the workflow's page.

When a document has several items (such as invoice lines), each item becomes its own row, with the document-level fields (invoice number, date, totals) repeated on every row.

Is my data secure?

Emails are kept in our processing queue only until they have been processed, then deleted. The text and attachments are sent to OpenAI for extraction. Your activity log keeps the sender, subject and extracted data for 30 days, then deletes them automatically. See our Security page for details.

What happens if I exceed my plan limits?

Usage is measured in credits (AI tokens; a typical document uses about 1,500). When you run out, new emails are skipped: you'll see them in your Logs and get an email. Upgrade to continue right away. Free plans refill every month, and paid plans refill each time the subscription renews.