Hourly Email Monitoring
The workflow runs on a set schedule, scanning Gmail for unread emails containing bank statements - no manual checking required.
About this template
What this workflow does
Convert bank statements into ERP-ready payment drafts automatically - no spreadsheets, no manual matching, no delays. OpenAI extracts transaction data directly from PDFs with high precision, removing dependency on error-prone manual data entry.
Key benefits
- Eliminate Manual Reconciliation
- AI-Driven Accuracy at Scale
- Faster Financial Close Cycles
- Full Finance Team Visibility
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Customize the flow
Build your own version of this workflow
Every module in this template is fully customisable. Add triggers, swap actions, or extend the logic using appse ai's no-code visual builder.
No triggers for Gmail.
Inside the flow
How the template works
appse ai runs this workflow end to end for Gmail — automatically, every single day. Here is exactly what happens when this template runs.
Attachment Extraction
Full email details and attached bank statement files are automatically retrieved for processing.
PDF Decoding
Attached files are decoded from base64 into readable PDF format, ready for AI analysis.
AI Transaction Extraction
OpenAI reads the bank statement and extracts structured transaction data - dates, payee names, invoice references, and amounts - with high precision.
Clean Data Structuring
Extracted data is converted into structured JSON, formatted and ERP-ready for downstream processing.
Transaction-Level Processing
Each transaction is handled individually, ensuring accurate, granular reconciliation.
Invoice Filtering
Only transactions linked to valid invoice references are processed, keeping reconciliation relevant and clean.
SAP Invoice Matching
The system searches SAP Business One for matching invoices using extracted invoice numbers.
Validation Check
If a matching invoice and customer exist, the workflow proceeds. If not, the transaction is skipped to protect data integrity.
Payment Draft Creation
A payment draft is automatically created in SAP Business One, linked to the correct customer and invoice.
Finance Team Notification
A formatted summary is sent to Microsoft Teams, giving your finance team full visibility and review capability.
Email Status Sync
Processed emails are marked as read, preventing duplicate processing in future runs.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Eliminate Manual Reconciliation
Convert bank statements into ERP-ready payment drafts automatically - no spreadsheets, no manual matching, no delays.
02
AI-Driven Accuracy at Scale
OpenAI extracts transaction data directly from PDFs with high precision, removing dependency on error-prone manual data entry.
03
Faster Financial Close Cycles
Accelerate payment matching and draft creation in SAP Business One, cutting days off your month-end close process.
04
Full Finance Team Visibility
Real-time Microsoft Teams notifications keep your finance team informed and in control at every step of reconciliation.
05
Zero Duplicate Processing
Processed emails are automatically marked as read, ensuring the same transaction is never reconciled twice.
01
Eliminate Manual Reconciliation
Convert bank statements into ERP-ready payment drafts automatically - no spreadsheets, no manual matching, no delays.
02
AI-Driven Accuracy at Scale
OpenAI extracts transaction data directly from PDFs with high precision, removing dependency on error-prone manual data entry.
03
Faster Financial Close Cycles
Accelerate payment matching and draft creation in SAP Business One, cutting days off your month-end close process.
04
Full Finance Team Visibility
Real-time Microsoft Teams notifications keep your finance team informed and in control at every step of reconciliation.
05
Zero Duplicate Processing
Processed emails are automatically marked as read, ensuring the same transaction is never reconciled twice.
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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