ERP E-Mail Integration

This Reaktor automatically processes invoices and business documents sent via email and creates corresponding entries in your ERP system. It's designed to eliminate manual data entry and streamline your business document processing workflow.

How It Works

The Email-to-ERP Reaktor follows a simple but powerful workflow:

1. Email Reception

When you send an email with a PDF attachment (like an invoice, purchase order, or delivery note) to the configured email address, the Reaktor automatically activates.

2. Document Analysis

The Reaktor uses an LLM to read and understand your PDF documents by converting them to readable text format, then analyzing the content to identify key business information like customer details, addresses, order items, prices, and dates. The system structures this information according to your ERP system's specific requirements to ensure seamless integration.

For example, from a simple invoice the Reaktor could produce an output like this:

{
    "doctype": "Sales Order",
    "orderId": "5124521-4574-34",
    "company": "Acme Corp",
    "delivery_date": "2025-07-08",
    "customer": {
        "doctype": "Address",
        "name": "Awesome Company",
        "address_title": "Awesome Company",
        "address_type": "Billing",
        "address_line1": "Paul Michael Straße 1a",
        "city": "Leipzig",
        "pincode": "04179",
        "state": "Saxony",
        "country": "Germany",
        "email_id": "test@test.com",
        "phone": "+4917733333333",
        "links": [
            {
                "link_doctype": "Customer",
                "link_name": "Awesome Company"
            }
        ]
    },
    "items": [
        {
            "item_code": "SKU010",
            "qty": 1,
            "rate": 100
        },
        {
            "item_code": "SKU010",
            "qty": 2,
            "rate": 200
        }
    ],
    "currency": "EUR",
    "conversion_rate": 1.0,
    "plc_conversion_rate": 1.0,
    "selling_price_list": "Standard Selling",
    "price_list_currency": "EUR",
    "status": "Draft"
}

This output can then be used to create a Sales Order in your ERP system using just the REST API of your ERP system.

3. Smart Customer Management

Before creating any entries, the system intelligently handles customer data by first checking if the customer already exists in your ERP system. For existing customers, it it links the new data to their current records, while for new customers, it automatically creates complete customer records with full address information. This ensures all customer information is properly linked and maintains data consistency across your system.

4. ERP Integration

The extracted data is then saved to your ERP system as complete sales orders with detailed item listings, customer records with billing addresses, and all necessary metadata including currency, pricing, and delivery dates. This creates a comprehensive record that's ready for immediate use in your business processes.

5. Instant Feedback

Finally, the system sends you an automatically reply email with either a success confirmation that includes a direct link to the created ERP entry, or detailed error information if something went wrong with specific guidance on how to fix it. If required data couldn't be extracted from the document, you'll receive alerts about the missing information so you can address any gaps.

What Can Be Configured

The Reaktor offers flexible configuration options to match your specific setup:

EMail Endpoint handling

Via Mailgun or other services you can configure a custom Email router that will forward the email to the Reaktor. The endpoint of an Email Reaktor (used with registerMailReaktorDefinition) is the endpoint plus /mail. For example: http://demo.operaide.ai/api/v1/aktor/erp-mail/mail. Here you can send the email to the Reaktor where the Format and everything is handled by Operaide.

ERP System Connection

You can configure the Reaktor to connect to your specific ERP system by setting the base URL (such as https://erp.yourcompany.com), providing a secure API key for authentication, and adapting the endpoints to work with different ERP systems and API structures.

Data Processing Rules

The system allows you to customize extraction templates that define what information the LLM should look for in documents, specify the exact data format that gets saved to your ERP, configure field mapping to translate document fields to your ERP fields, and set validation rules for mandatory information requirements.

Response Behavior

You can personalize the automated response messages through custom email templates, define how the system should respond to different types of issues through error handling settings, and choose what information to include in response emails based on your notification preferences.

Customer Benefits

Time Savings

The Reaktor eliminates the need for manual data entry by automatically processing documents 24/7, even outside business hours. This allows you to handle multiple documents quickly and consistently without requiring staff intervention, dramatically reducing the time spent on administrative tasks.

Improved Accuracy

LLM extraction is significantly more consistent than manual typing, reducing human error while automatic validation checks ensure information completeness. All data follows the same standardized format in your ERP system, creating better data quality across your organization.

Better Workflow

Documents are processed immediately without delays waiting for staff availability, and the system automatically organizes and files information systematically. Instant feedback helps you identify and resolve any issues quickly, keeping your workflow moving smoothly.

Cost Efficiency

By reducing labor costs associated with administrative tasks and enabling faster processing of orders and invoices, the system provides a scalable solution that handles increasing document volumes without requiring additional staff investment.

On https://operaide.ai/roi-rechner/ you can find an ROI calculator to see how much you can save by replacing this manual process with Operaide.

Integration Benefits

The Reaktor can be configured for your specific ERP system, requiring no special training since it uses the familiar email interface everyone already knows. The flexible setup adapts to various ERP systems and document types, making it easy to implement regardless of your current technology stack. Just reach out to us and we will work with you to create a custom solution.