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
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
Inside the flow
appse ai runs two connected flows — an email-led approval and capture cycle, and a scheduled payment-link cycle. Here is what each does.
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.
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.
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.
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.
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.
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.
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.
Collect faster, reconcile automatically, and take manual A/R keying out of the loop entirely.
01
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 extracts SAP document numbers from email replies and Stripe metadata, so A/R clerks no longer match payments to invoices by hand.
03
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
Automatically group outstanding invoices by customer code, providing clear, bulk-payment options rather than bombarding buyers with individual links for every distinct order.
05
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
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
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 extracts SAP document numbers from email replies and Stripe metadata, so A/R clerks no longer match payments to invoices by hand.
03
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
Automatically group outstanding invoices by customer code, providing clear, bulk-payment options rather than bombarding buyers with individual links for every distinct order.
05
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
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.
Keep exploring
Every repetitive process between your ERP, CRM, and ecommerce apps has a template. Find yours, customize it, and go live today.
Customize the flow
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.
Questions & answers
Everything you need to know about this template before you deploy it.
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