Read the invoice email
Every 3 minutes, the flow checks the Microsoft Outlook inbox and downloads PDF invoice attachments.
InvoicesAccounts PayableERP
Vendor Invoice to SAP Business One AP Invoice with AI SKU Matching
Read PDF vendor invoices from Microsoft Outlook, match vendor SKUs to SAP Business One items with OpenAI and Airtable, then post clean invoices and route exceptions to Microsoft Teams
Apps used in this template
About this template
What This Workflow Does
AP clerks match vendor SKUs to internal item codes and check every line against the PO and goods receipt before keying an invoice. Every 3 minutes, this template reads PDF invoices from Microsoft Outlook, uses OpenAI and an Airtable SKU cross reference to match lines to the SAP Business One PO and GRPO, posts exact matches as AP invoices and sends exceptions to Microsoft Teams.
Key benefits
- Auto posting for clean matches — Exact SKU, price and quantity matches post as AP invoices with no review.
- Fuzzy SKU matching — OpenAI maps vendor SKUs to SAP Business One item codes using your Airtable list.
- PO and GRPO checks — Invoiced quantities and prices are compared with the PO and goods receipt.
- Learning SKU list — Unknown SKUs are added to Airtable so Procurement can map them once.
Inside the flow
How the template works
Every 3 minutes, the flow reads new Microsoft Outlook emails, extracts PDF invoice lines with OpenAI and pulls the SAP Business One PO, GRPO, vendor data and the Airtable SKU list. OpenAI scores the match: exact matches post as AP invoices, mismatches go to the AP team in Microsoft Teams, and unknown SKUs go to Procurement and are logged in Airtable.
Extract invoice data
OpenAI reads header data and line items such as vendor SKU, quantity and price.
Pull ERP and SKU data
Using the PO number, the flow gets PO lines, GRPO status and vendor data from SAP Business One and the SKU list from Airtable.
Match and validate
OpenAI matches vendor SKUs to item codes and checks quantities and prices against the PO and GRPO.
Post clean invoices
Exact matches with aligned price and quantity post as AP invoices in SAP Business One.
Route exceptions
Price or fuzzy match issues alert AP in Microsoft Teams; unknown SKUs alert Procurement and are added to Airtable.
Business Benefits
Post clean vendor invoices automatically and send only exceptions to people.
01
Less manual AP entry
Clean invoices post without a clerk cross referencing each line.
02
Consistent SKU mapping
Vendor item codes map to SAP Business One items through one Airtable list.
03
Fewer overpayments
Quantities and prices are checked against the PO and GRPO before posting.
04
Exception-only review
AP sees only mismatched invoices, routed to Microsoft Teams.
05
Fewer repeat exceptions
Unknown SKUs are logged so they match automatically once mapped.
01
Less manual AP entry
Clean invoices post without a clerk cross referencing each line.
02
Consistent SKU mapping
Vendor item codes map to SAP Business One items through one Airtable list.
03
Fewer overpayments
Quantities and prices are checked against the PO and GRPO before posting.
04
Exception-only review
AP sees only mismatched invoices, routed to Microsoft Teams.
05
Fewer repeat exceptions
Unknown SKUs are logged so they match automatically once mapped.
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Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
How does vendor invoice to sap business one ap invoice work?
Every 3 minutes, the flow reads PDF invoices from Microsoft Outlook, matches lines to the SAP Business One PO and GRPO with OpenAI and Airtable, then posts or routes each invoice.
When is an invoice posted without review?
What happens to unknown vendor SKUs?
Does it need a PO number on the invoice?
What needs to be in place before it runs?
Why businesses love appse ai
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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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