Get inbox emails
Fetch emails from Outlook Inbox
FinanceAccounts Receivable
Payment Capture & Approval Automation — AI-Driven, ERP-Native
AR invoice approval → payment link → capture across Microsoft Outlook and your connected finance systems. appse ai reads the source records, applies AI validation, and posts the result automatically — no spreadsheets, no manual re-keying, no missed follow-ups.
Apps used in this template
About this template
What this workflow does
This hub consolidates every published workflow for payment capture & approval automation. appse ai connects Microsoft Outlook, SAP B1 DIS, Stripe, AI Processor and runs the process end to end with AI in the loop for matching, validation and exception handling. Each workflow below has its own button that copies the flow straight into your appse ai workspace.
Key benefits
- Conversational commerce — Empower customers to approve and pay invoices directly from email threads.
- AI-driven data entry — AI extracts SAP document numbers from email replies and Stripe metadata, so A/R clerks no longer match payments to invoices by hand.
- Zero-touch reconciliation — Balances clear in SAP Business One the moment a Stripe payment intent succeeds, so the ERP ledger stays accurate to the minute.
- Consolidated statements — Open invoices are grouped by customer code, so buyers get one bulk-payment option instead of a separate link for every order.
Keep exploring
More templates for creativity
Every repetitive process between your ERP, CRM, and ecommerce apps has a template. Find yours, customize it, and go live today.
Customize the flow
Apps & Integrations
These workflows connect Microsoft Outlook for the approval conversation, SAP Business One DIS for open A/R and ledger posting, Stripe for invoicing and payment capture, and AI extraction for reading replies and metadata.
Inside the flow
How the template works
appse ai runs two connected flows — an email-led approval and capture cycle, and a scheduled payment-link cycle. Here is what each does.
Flow 1 · Customer inquiry captured from email
The workflow initiates via an Email Reader trigger in Microsoft Outlook, actively listening for customer inquiries about open balances or outstanding invoices — so a request for a statement never waits on a person to notice it.
Flow 1 · Open A/R aggregated and grouped by customer
appse ai executes a cross-join query in SAP Business One to fetch the customer's open A/R documents. A code node groups those open invoices by CardCode, consolidating everything outstanding for that customer into a single view.
Flow 1 · Consolidated statement sent, master data updated
The flow replies to the customer thread with the consolidated statement for approval, then updates the customer's master data record in SAP Business One with the last email date — keeping a complete, auditable collections trail.
Flow 1 · AI-powered approval parsing and link generation
When the customer replies to approve payment for specific invoices, the approval-reader trigger catches the email and an LLM node reads the natural-language reply, strictly extracting the exact document numbers the customer authorised — then the payment link is generated for those invoices only.
Flow 2 · Scheduled extraction and Stripe customer validation (AA4-T1212)
On a schedule, appse ai polls the ERP for open orders, isolating new or unpaid sales documents that require customer payment. It then checks Stripe for the customer and routes through a decision gateway based on whether that ERP customer already has a billing profile in the payment gateway.
Flow 2 · Dynamic invoice generation, either path
If the customer is missing in Stripe, appse ai maps the ERP billing details to a net-new Stripe profile, then drafts the invoice, populates the pricing array, and finalises the document. If the customer already exists, it bypasses profile creation and drafts, populates and finalises directly.
Both flows · Payment capture and ledger clearing
The payment link is sent to the customer automatically. When the Stripe payment intent succeeds, appse ai locates the originating SAP Business One document, posts the A/R invoice or incoming payment, and clears the balance — closing the loop with no manual ledger entry.
Business Benefits
Collect faster, reconcile automatically, and take manual A/R keying out of the loop entirely.
01
Conversational commerce
Empower customers to approve and pay invoices directly from email threads. The AI reads their replies, completely removing friction from the B2B collections process.
02
AI-driven data entry
AI extracts SAP document numbers from email replies and Stripe metadata, so A/R clerks no longer match payments to invoices by hand.
03
Zero-touch reconciliation
Automatically clear balances in SAP Business One the second a Stripe payment intent succeeds, ensuring your ERP ledger is always accurate and up-to-the-minute.
04
Consolidated statements
Automatically group outstanding invoices by customer code, providing clear, bulk-payment options rather than bombarding buyers with individual links for every distinct order.
05
Accelerate cash flow
Eliminate the manual delay between an order being placed and the invoice being sent. Payment links are generated and emailed to the customer automatically.
06
Zero-touch A/R reconciliation
Eradicate manual ledger entries. When a customer pays via Stripe, the system automatically locates the originating SAP B1 order, creates the A/R invoice, and closes the loop.
01
Conversational commerce
Empower customers to approve and pay invoices directly from email threads. The AI reads their replies, completely removing friction from the B2B collections process.
02
AI-driven data entry
AI extracts SAP document numbers from email replies and Stripe metadata, so A/R clerks no longer match payments to invoices by hand.
03
Zero-touch reconciliation
Automatically clear balances in SAP Business One the second a Stripe payment intent succeeds, ensuring your ERP ledger is always accurate and up-to-the-minute.
04
Consolidated statements
Automatically group outstanding invoices by customer code, providing clear, bulk-payment options rather than bombarding buyers with individual links for every distinct order.
05
Accelerate cash flow
Eliminate the manual delay between an order being placed and the invoice being sent. Payment links are generated and emailed to the customer automatically.
06
Zero-touch A/R reconciliation
Eradicate manual ledger entries. When a customer pays via Stripe, the system automatically locates the originating SAP B1 order, creates the A/R invoice, and closes the loop.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
What does payment capture and approval automation automate?
It automates AR invoice approval → payment link → capture between Microsoft Outlook and your connected systems — generating, matching and posting the documents with AI, without manual re-keying.
Does it work with Microsoft Outlook?
How does AI improve accuracy?
Can I try the AR invoice approval workflow free?
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
Deploy this workflow in minutes
Start free — no credit card, no setup calls required. Use this template as-is or customize every step inside the appse ai no-code builder and go live today.
SOC 2
SAP Certified Partner
ISO/IEC 27001
GDPR