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When you connect Gmail, Hedwig turns your inbox into a smart layer on top of your workspace. Incoming emails containing invoices, contracts, or project-related messages are automatically recognized, matched to the right client or project, and summarized so you always know what needs your attention — without having to dig through threads manually.

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What Gmail sync does

Once connected, Hedwig monitors your inbox for emails that contain financial documents or business-relevant attachments. Specifically:
  • Client and project matching — Hedwig matches incoming email threads to existing clients and projects in your workspace based on sender email addresses and domain. Threads from known clients are linked automatically.
  • AI thread summaries — Each synced thread gets a one-to-two sentence summary generated by Hedwig’s AI assistant, focused on what action (if any) is required from you.
  • Attachment detection and storage — PDF and image attachments that look like invoices or contracts are automatically stored in your workspace. Hedwig uses AI vision to extract key fields: invoice number, issuer, amount, currency, issue date, and due date.
  • Document type detection — Hedwig identifies whether an email or attachment contains an invoice, contract, receipt, or proposal, and tags it accordingly so you can filter your inbox by type.
Hedwig only reads emails — it never sends emails on your behalf. The Gmail connection is read-only, and your email content is used solely to match and summarize threads within your workspace.

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What gets synced

Hedwig syncs inbox threads that match at least one of the following criteria:
  • The email has a PDF, Word, or similar document attachment with a filename containing words like “invoice”, “contract”, “agreement”, or “proposal”
  • The subject line or email snippet indicates a payment request, contract, or financial document
Threads classified as unrelated to invoices or contracts (receipts, newsletters, general correspondence) are not stored. Your personal emails stay private.

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How to connect Gmail

1

Open Settings

In Hedwig, navigate to Settings from the main menu or sidebar.
2

Go to Workspace integrations

Scroll down to the Workspace integrations section. You will see Gmail listed with a “Not connected” status.
3

Connect Gmail

Click Connect next to Gmail. You will be redirected to Google’s sign-in page.
4

Authorize Hedwig

Sign in with the Google account you want to connect and grant Hedwig read-only access to your Gmail. You will be returned to Hedwig automatically once authorization is complete.
5

Wait for initial sync

Hedwig immediately begins syncing your inbox in the background. Your first batch of matched threads will appear in the Magic Inbox within a few minutes.
Connect the Google account that receives payment-related emails from your clients. If you use a separate work email, connect that account for the best matching results.

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Reviewing synced threads

After sync, matched threads appear in the Magic Inbox inside your workspace. Each thread shows:
  • The sender name and email
  • The AI-generated summary
  • Any detected invoice amount, currency, and due date
  • The matched client or project (if one was found)
  • A tag for document type (invoice, contract, receipt, proposal)
If a thread is matched to the wrong client or project, you can correct it directly from the inbox. You can also mark threads as matched (confirmed) or ignored to keep your inbox clean.

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Manually refreshing

Hedwig syncs automatically in the background. If you want to force a refresh immediately — for example, after receiving a new invoice — go to Settings → Workspace integrations, then click Refresh.

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How to disconnect Gmail

1

Open Settings

Navigate to Settings in your Hedwig workspace.
2

Find the Gmail integration

Scroll to Workspace integrations and find the Gmail row.
3

Disconnect

Click Disconnect. Hedwig will immediately revoke its access to your Gmail account. Previously synced thread data remains in your workspace until you delete it.
Disconnecting Gmail stops all future email syncing. Threads already matched to clients and projects will remain in your workspace, but Hedwig will not read any new emails until you reconnect.