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appse ai reads inbound warranty emails, verifies the SAP Business One service contract, and raises the service call or routes the claim for quoting.
Apps used in this template
About this template
A customer emails to report failed equipment, and the investigation starts by hand. Someone opens the message, finds the serial number, searches SAP Business One DIS for the equipment card, checks whether a service contract exists, and works out whether it has expired before raising anything. This template runs that triage the moment the claim arrives, creating the service call when cover is valid and routing the claim for quoting when it is not.
Key benefits
Inside the flow
appse ai monitors Microsoft Outlook for warranty claims, extracts the serial number and model from the message, and queries SAP Business One DIS for the matching equipment card and service contract. The contract expiry date decides the outcome: active cover creates a service call and triggers Twilio and Microsoft Outlook notifications to the customer, expired cover raises a Microsoft Teams alert for quoting, and equipment with no contract receives an automated decline.
appse ai monitors the service inbox and reads each inbound claim as it lands, using OpenAI to pull the equipment serial number, model, and reported fault out of free-text email. The claim enters the process without anyone forwarding it, opening attachments, or re-keying identifiers into the ERP.
The extracted serial number is used to query SAP Business One DIS for the associated equipment card, business partner, and service contract. This confirms in one pass whether the customer holds a live agreement, which is the check that decides everything downstream.
When SAP Business One DIS returns no valid contract for the equipment, appse ai drafts a polite explanation of the coverage position and sends it from Microsoft Outlook. Uncontracted claims are closed out with a professional reply rather than sitting in a queue waiting for someone to work out that there is nothing to authorise.
For equipment with a contract, appse ai calculates the expiry date and checks SAP Business One DIS for an existing service call on the same claim. Active cover with no duplicate creates a new service call, so genuine in-warranty work starts immediately and the same fault is never logged twice.
Once an in-warranty service call exists, appse ai sends a Twilio SMS and a personalised Microsoft Outlook email carrying the repair reference and shipping instructions. The customer knows their claim is accepted and what to do next without chasing the service desk for confirmation.
When the contract has lapsed, appse ai stops automated approval and posts an alert to the service team in Microsoft Teams with a standard template for labour and parts. Expired claims are quoted as chargeable work instead of being approved as free service by mistake.
A second trigger watches for the completed template coming back from the service or finance team. OpenAI parses the labour and parts figures, appse ai creates the sales quotation in SAP Business One DIS, and Microsoft Outlook sends the finished quote to the customer with no manual transcription in between.
Validate warranty cover against SAP Business One DIS the moment a claim arrives, and send only chargeable work to your team.
01
Serial numbers, equipment cards, and contract expiry dates are cross-referenced by appse ai instead of by an agent.
02
In-warranty claims arriving by email become fully populated SAP Business One DIS service calls with no manual data entry.
03
Lapsed contracts are routed to Microsoft Teams for quoting rather than being authorised as free service by mistake.
04
Labour and parts figures returned by the service team are parsed into a SAP Business One DIS sales quotation automatically.
05
Twilio SMS and Microsoft Outlook email carry the repair reference and shipping instructions the moment a claim is accepted.
06
Equipment with no service contract receives an accurate, professionally worded decline without an agent writing it.
07
Existing service calls in SAP Business One DIS are checked before a new one is raised on the same claim.
01
Serial numbers, equipment cards, and contract expiry dates are cross-referenced by appse ai instead of by an agent.
02
In-warranty claims arriving by email become fully populated SAP Business One DIS service calls with no manual data entry.
03
Lapsed contracts are routed to Microsoft Teams for quoting rather than being authorised as free service by mistake.
04
Labour and parts figures returned by the service team are parsed into a SAP Business One DIS sales quotation automatically.
05
Twilio SMS and Microsoft Outlook email carry the repair reference and shipping instructions the moment a claim is accepted.
06
Equipment with no service contract receives an accurate, professionally worded decline without an agent writing it.
07
Existing service calls in SAP Business One DIS are checked before a new one is raised on the same claim.
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