Security & email access

What DueDrop reads, keeps and sends — exactly.

DueDrop drafts invoice follow-ups from your conversation with each client, so it needs access to your email. This page says precisely what that access is used for, what we store, what goes to AI providers, and how to remove it. If something here doesn't match what you see in the product, tell us.

Does DueDrop need access to my entire inbox?

The permission covers your mailbox; DueDrop's use of it doesn't. Google and Microsoft don't offer a permission limited to one contact, so connecting Gmail or Outlook grants mailbox-level read and send access. What DueDrop's code actually does with it:

  • When a follow-up is due for an invoice, it searches for messages to or from that client's email address, over the last 90 days, and reads up to 10 of them.
  • From each, it keeps the subject, sender, recipients, date and a short snippet (at most 500 characters) — not the full message.
  • It uses those to write the draft in your tone, and to see whether the client has replied since the last follow-up.
  • It does not scan, index or copy the rest of your inbox, and it sends only follow-ups you approved or put on auto-send.
  • If you search your mail for a client from inside the DueDrop app, those results are fetched to show you; that only happens when you run the search.

By email provider

Provider How it connects Permissions requested What DueDrop reads for a draft
Gmail / Google Workspace OAuth (Google sign-in screen) gmail.readonly, gmail.send, userinfo.email, userinfo.profile Subject, sender, recipients, date and a short snippet of recent messages to or from the client
Outlook / Microsoft 365 OAuth (Microsoft sign-in screen) Mail.ReadWrite, Mail.Send, User.Read, Contacts.Read, offline_access Subject, sender, recipients, date and a short preview of recent messages to or from the client
Zoho Mail OAuth (Zoho sign-in screen) ZohoMail.messages.READ, ZohoMail.messages.CREATE, ZohoMail.folders.READ, ZohoMail.accounts.READ Subject, sender, recipients, date and a short summary of recent messages to or from the client
Yahoo Mail OAuth (Yahoo sign-in screen) openid, email, mail-r, mail-w Nothing today. DueDrop sends from Yahoo but does not yet read Yahoo threads, so drafts are based on the invoice and your earlier DueDrop follow-ups.
Custom SMTP / IMAP Username and app password, stored encrypted Whatever your mail server grants that login Subject, sender, recipients and date of matching messages in your inbox — no message bodies

Your accounting connection (QuickBooks, Xero, FreshBooks, Wave) is read-only: DueDrop reads invoices, due dates, payment status and client contact details, and never changes your books.

What DueDrop stores

  • From your accounting software: the invoices and client contact details DueDrop follows up on.
  • From your mailbox: the subject, sender, recipients, date and snippet of the client messages described above.
  • What DueDrop sends: the full text of every follow-up it sends or drafts for you, so it doesn't repeat itself and you can see the history. If AI search is enabled, a searchable copy of sent follow-ups is created with OpenAI's embedding API.
  • Connection credentials: OAuth tokens, and the app password for a custom SMTP server, encrypted with AES-256-GCM using a key kept separately from the database.

Data is encrypted in transit with TLS. How long each kind of data is kept is set out in section 9 of our Privacy Policy.

What goes to AI providers

To draft one follow-up, DueDrop sends a language model:

  • The invoice number, amount, due date and how overdue it is, plus the payment link if your accounting software provides one.
  • The client's business and contact name, and your name, business and contact details for the signature.
  • Your tone settings and any writing instructions you've added.
  • Short snippets of recent messages with that client, the client's latest reply if they've asked something, and the opening of up to five earlier follow-ups.

DueDrop uses OpenAI, Anthropic and Google model APIs, with one as a fallback for another. Those APIs are used under terms that prohibit training on your data, and DueDrop doesn't train models of its own on it. Details are in the Privacy Policy.

What you control

  • Review mode. New accounts start in review mode: every follow-up waits as a draft for you to approve, edit or skip.
  • Auto-send. You can switch your whole account to auto-send in Settings > Email Sending. It's account-wide, not per client.
  • Reply and inquiry holds. Even on auto-send, a follow-up is held for your approval if the client has replied since the last one, or if their latest message asks a question, disputes the invoice, or asks for more time, a payment plan or a discount.
  • Excluding invoices. Exclude any invoice and DueDrop stops preparing follow-ups for it.
  • When and how often. Follow-up timing, business-hours send windows and tone are yours to set.
  • No tracking. DueDrop doesn't add open-tracking pixels or rewrite links in the follow-ups it sends.
  • Disconnecting. Disconnect any email or accounting connection from DueDrop, or revoke it directly with Google, Microsoft or your provider.

Cancelling vs. deleting your data

Cancel your subscription

Billing stops at the end of the current period. Your data is not deleted, so you can come back where you left off. No follow-ups are sent while the account is inactive.

Delete your account

In Settings > Security. Your account, invoices, email data, drafts and connection tokens are removed from the DueDrop database immediately. Encrypted backups expire on the schedule in the Privacy Policy; billing records are kept as tax law requires.

Deciding whether DueDrop fits? Read Is DueDrop right for my business? — including who shouldn't use it. More answers are in the Help Center.