Watch the invoice mailbox
appse ai monitors the designated invoice mailbox in Microsoft Outlook so vendor submissions enter accounts payable as they arrive. Nobody downloads attachments or forwards mail into the process.
FinanceAccounts PayableAI
Vendor Invoices 3-Way Matched Before They Post into SAP Business One DIS
appse ai reads each vendor invoice from the inbox, matches it against the SAP Business One purchase order and goods receipt, then posts, drafts or holds it.
Apps used in this template
About this template
What This Workflow Does
Three-way matching is the control that stops a supplier billing you for goods you never received. It is also the reason accounts payable is slow: someone opens the invoice, finds the purchase order, finds the goods receipt, compares quantities and prices by eye, and decides. Under month end pressure the check gets shortened, which is exactly when it matters. This template performs the match on every invoice and routes each outcome separately.
Key benefits
- Invoices read from the inbox — Vendor emails and attachments enter accounts payable without a download step.
- Matched before anything posts — Invoice, purchase order and goods receipt are compared before the ERP is written.
- Unsupported charges stopped — A missing purchase order or receipt routes the invoice for review.
- Four outcomes, one process — Post, draft, hold or reject, each with its own notification path.
Inside the flow
How the template works
appse ai watches the accounts payable mailbox, extracts each invoice attachment and uses OpenAI to read the invoice reference, purchase order reference, quantities and prices. It looks the purchase order up in SAP Business One DIS, retrieves the related goods receipt, and compares all three documents. A clean match posts the A/P invoice. Anything else takes a controlled path: a draft for approval, a discrepancy hold, or a duplicate rejection.
Filter to the relevant messages
appse ai filters incoming mail to the messages that should be processed, leaving unrelated correspondence in the mailbox. General supplier conversation does not enter the accounts payable path just because it landed in the same inbox.
Extract the invoice attachments
appse ai collects the attachments from each relevant email and prepares them for processing. Invoice documents move straight into validation rather than into a shared folder someone works through later.
Decode the invoice document
appse ai decodes the attachment so its contents can be read and turned into structured information. This is what allows the checks downstream to operate on fields rather than on a picture of a page.
Capture the invoice fields
appse ai uses OpenAI to extract the invoice reference, the purchase order reference, the quantities, the prices and the amounts. These are the values every subsequent check depends on, so they are read from the document rather than typed from it.
Look up the purchase order
appse ai checks the extracted purchase order reference against SAP Business One DIS. When no matching purchase order exists, the match stops there and a notification is sent instead of an invoice being created.
Retrieve the goods receipt
Where a purchase order exists, appse ai retrieves the related goods receipt information and confirms a receipt is present. An invoice for goods with no recorded receipt is routed to exception handling rather than matched.
Perform the three-way match
With all three documents available, appse ai compares the vendor invoice against the purchase order and the goods receipt to establish whether the billed quantities and prices are supported by the purchasing record. This is the control that the manual process shortens under pressure.
Decide the invoice status
appse ai uses the match result to decide how the invoice is handled. A clean match continues to posting, while anything needing review is routed into a controlled exception path rather than being pushed through.
Post a matched invoice
For a successful match, appse ai creates the A/P invoice in SAP Business One DIS and sends a confirmation naming the invoice that passed. Clean invoices clear without a person opening them.
Create a draft for approval
Where the result calls for approval rather than immediate posting, appse ai creates a draft A/P invoice in SAP Business One DIS. The transaction stays visible and controlled while the review happens, instead of sitting in an inbox.
Alert on a discrepancy
Invoices identified as needing a hold trigger a dedicated discrepancy notification in Microsoft Teams. The responsible team sees the exception before the invoice moves any further through the ledger.
Flag a duplicate or rejection
When the check identifies a duplicate or a rejected case, appse ai sends a dedicated notification and creates no financial transaction. The issue is investigated rather than paid twice.
Business Benefits
Run the three-way match on every vendor invoice, and give each outcome its own controlled path into SAP Business One DIS.
01
Remove manual invoice handling
Vendor invoice attachments move from the mailbox into processing without accounts payable downloading files or re-keying invoice fields.
02
Apply the control on every invoice
The match against the purchase order and the goods receipt runs on all of them, not only on the ones there was time to check.
03
Stop unsupported postings
Invoices with no matching purchase order or no recorded goods receipt are held and routed for attention rather than treated as valid.
04
Route decisions automatically
Clean invoices post, invoices needing approval become drafts, and exceptions escalate, without accounts payable classifying each document by hand.
05
Reduce duplicate payment risk
Duplicate and rejected cases follow a dedicated notification path that creates no financial transaction at all.
06
Focus finance time on exceptions
Discrepancies and missing purchasing records raise targeted alerts, so the team works the problems rather than the routine.
07
Keep the audit trail intact
Every outcome creates either a record in SAP Business One DIS or a notification, so nothing is decided without leaving a trace.
01
Remove manual invoice handling
Vendor invoice attachments move from the mailbox into processing without accounts payable downloading files or re-keying invoice fields.
02
Apply the control on every invoice
The match against the purchase order and the goods receipt runs on all of them, not only on the ones there was time to check.
03
Stop unsupported postings
Invoices with no matching purchase order or no recorded goods receipt are held and routed for attention rather than treated as valid.
04
Route decisions automatically
Clean invoices post, invoices needing approval become drafts, and exceptions escalate, without accounts payable classifying each document by hand.
05
Reduce duplicate payment risk
Duplicate and rejected cases follow a dedicated notification path that creates no financial transaction at all.
06
Focus finance time on exceptions
Discrepancies and missing purchasing records raise targeted alerts, so the team works the problems rather than the routine.
07
Keep the audit trail intact
Every outcome creates either a record in SAP Business One DIS or a notification, so nothing is decided without leaving a trace.
Keep exploring
More templates for creativity
Every repetitive process between your ERP, CRM, and business apps has a template. Find yours, customize it, and go live today.
Customize the flow
Build Your Own Version of This Workflow
Every trigger and action this template uses is available in the appse ai builder, so the same flow can be rebuilt with your own routing, thresholds and destinations.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does SAP Business One 3-way match automation work?
appse ai monitors the accounts payable mailbox in Microsoft Outlook, extracts each invoice attachment and uses OpenAI to read the invoice reference, purchase order reference, quantities and prices. It looks the purchase order up in SAP Business One DIS, retrieves the related goods receipt, and compares all three. A clean match creates the A/P invoice. Anything else becomes a draft for approval, a discrepancy hold, or a duplicate rejection.
What happens when there is no purchase order?
What happens when the goods receipt is missing?
What are the four possible outcomes?
Does it read scanned invoices as well as digital ones?
What needs to be in place before it runs?
Which systems does this template connect?
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