Find new invoice emails
Every hour the flow searches Gmail for unread emails with "Invoice" in the subject and an attachment. It then fetches the email details and downloads the file.
Accounts PayableFinanceAI Agents
Match Vendor Invoices to SAP Business One POs with AI
Read vendor invoices from Gmail with AI, check them against SAP Business One purchase orders and post a line-by-line match report to Microsoft Teams
Apps used in this template
About this template
What This Workflow Does
AP teams spend hours keying vendor invoices and checking them against purchase orders by hand. Every hour, this template finds unread Gmail invoices with attachments, extracts the data with OpenAI, finds the PO in SAP Business One by PO number and posts a line-by-line match report to Microsoft Teams.
Key benefits
- Invoices read automatically — OpenAI pulls vendor, PO number, totals and line items from the attachment.
- PO and receipt checks first — Missing POs and POs without a received shipment are flagged before matching.
- Line-by-line matching — An AI agent compares SKU, quantity, unit price and subtotal for each line.
- Results where AP works — Match results and mismatch reasons land in a Microsoft Teams chat.
Inside the flow
How the template works
Every hour the flow searches Gmail for unread emails with "Invoice" in the subject and an attachment. It extracts the invoice with OpenAI, looks up the PO in SAP Business One and posts the match result to Microsoft Teams.
Extract invoice data with AI
OpenAI reads the decoded document and returns the vendor name, PO number, totals and line items. Each line holds SKU, description, quantity and unit price.
Reject unreadable documents
If no valid invoice data comes back, the flow posts an alert to Microsoft Teams. Nothing else runs for that email.
Look up the purchase order
The flow searches SAP Business One for a PO with the extracted PO number. If none exists, Microsoft Teams is told so the invoice can be handled by hand.
Check the receipt status
If the PO has no shipment received status, the flow alerts Microsoft Teams to hold the payment. Only received POs go on to matching.
Match lines and report
An AI agent compares the invoice and PO line by line on SKU, quantity, unit price and subtotal tolerance. The result, with any mismatch reasons, is posted to Microsoft Teams.
Business Benefits
What AP and finance teams gain when invoice checks run on their own
01
Less manual invoice checking
AP staff stop opening each PDF and comparing it to the PO by hand.
02
Line-level accuracy
Each SKU, quantity and unit price is compared against the SAP Business One PO.
03
Problems caught before payment
Missing POs, unreceived goods and unmatched SKUs are flagged before anyone pays.
04
Payment holds on unreceived goods
Invoices for POs without a received shipment are flagged for hold in Microsoft Teams.
05
Shared visibility
AP and operations see the same match report in Microsoft Teams.
01
Less manual invoice checking
AP staff stop opening each PDF and comparing it to the PO by hand.
02
Line-level accuracy
Each SKU, quantity and unit price is compared against the SAP Business One PO.
03
Problems caught before payment
Missing POs, unreceived goods and unmatched SKUs are flagged before anyone pays.
04
Payment holds on unreceived goods
Invoices for POs without a received shipment are flagged for hold in Microsoft Teams.
05
Shared visibility
AP and operations see the same match report in Microsoft Teams.
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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.
No triggers for Gmail.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does SAP Business One invoice PO matching work?
Every hour, the flow reads unread invoice emails in Gmail, extracts the data with OpenAI and finds the PO in SAP Business One by PO number. An AI agent then compares each line and posts the result to Microsoft Teams.
Which invoice emails does it pick up?
What happens if the PO is missing?
Does it post the invoice into SAP Business One?
What needs to be in place before it runs?
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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