How does the ERP integration work?

After extracting data from the email and its attachments, the AI agent applies your business rules (configured in its instructions) and calls your ERP via API, webhook, or a pre-built skill. No code is required.

Can the agent apply different rules for different suppliers or document types?

Yes. You configure the agent's instructions with your business logic. It can detect the sender domain, document type, and field values to route and transform data accordingly before pushing it to the ERP.

AI email agent for ERP integration

Automate incoming email processing and ERP integration with AI

Connect Gmail, Outlook, IMAP/SMTP or a dedicated agent address. The AI reads emails, extracts data from attachments via OCR, applies your business rules, and pushes records directly into your ERP — without a single line of code. • From inbox to ERP in under 30 seconds

Your inbox is costing you more than you think

Every day, your team manually opens emails, downloads attachments, reads PDFs, re-enters data into your ERP, and hopes nothing was missed. For a company processing 50+ documents per day — invoices, purchase orders, delivery notes, supplier confirmations — this represents hours of repetitive work, a high error rate, and zero traceability. The real cost is not the time spent. It is the decisions delayed, the duplicates created, and the audits that turn into nightmares.

The full workflow, step by step

A supplier sends an invoice to your monitored inbox. 2. The Swiftask trigger fires instantly — the agent reads the email body, sender, subject, and downloads all attachments. 3. OCR extracts text from every PDF or image. The agent identifies the document type based on your instructions. 4. Structured fields are extracted: supplier name, invoice number, line items, amounts, VAT, IBAN, due date. 5. Business rules are applied: duplicate check, supplier matching, approval threshold. 6. The agent calls your ERP API to create or update the record. A confirmation email is sent. 7. If the document fails validation, the agent flags it and notifies the responsible team member.

Who uses this workflow

Finance & accounts payable

Process supplier invoices automatically. Reduce manual entry by up to 90%. Eliminate duplicates. Accelerate payment cycles.

Procurement & supply chain

Capture purchase orders and delivery confirmations from suppliers. Update ERP stock and order status in real time without human intervention.

Operations & logistics

Process inbound freight documents, customs forms, and carrier confirmations. Push data directly into your TMS or WMS.

Customer service

Receive customer orders by email, extract line items, and create sales orders in your ERP automatically. Respond to the customer with an order confirmation.

What changes when you automate

< 30 sec

Average processing time per email

24/7

Availability — no human monitoring needed

0 code

Required to set up the full pipeline

4 sources

Gmail, Outlook, IMAP/SMTP, dedicated agent email

Proof points and outcomes

< 30 seconds

Average time to process one email end-to-end, from receipt to ERP record creation.

4 email sources

Gmail, Outlook 365, IMAP/SMTP, and dedicated agent email — all supported natively.

0 lines of code

The entire pipeline is configured in natural language, no developer required.

24/7 processing

The agent never sleeps. Emails received at 3 AM are processed before your team arrives.

Use cases

Automated invoice processing

Supplier sends invoice → agent reads PDF → OCR extracts fields → ERP record created → payment queued.

Purchase order capture

Customer emails a PO → agent extracts line items and delivery address → sales order created in ERP → confirmation sent.

Delivery note matching

Carrier sends delivery confirmation → agent matches against open PO → ERP stock updated → discrepancies flagged.

Supplier onboarding forms

New supplier sends registration form → agent extracts IBAN, VAT number, contact details → supplier record created in ERP.

Key benefits

Zero manual re-entry

From inbox to ERP without a single human keystroke for standard documents.

Works with your existing email

No need to change your email provider. Gmail, Outlook, IMAP — all supported natively.

OCR included — no extra tool

Scanned invoices and handwritten documents are processed automatically. No third-party OCR subscription needed.

Business rules in plain language

Configure complex routing and validation logic without writing a single line of code.

Full audit trail

Every processed email, extracted field, and ERP action is logged. Compliance-ready from day one.

Scales without adding headcount

Process 10 or 10,000 emails per day with the same agent. No additional cost per document.

FAQ

Four modes: dedicated agent email address (agent-slug@swiftask.ai), Gmail via OAuth2, Outlook 365 via OAuth2, and any IMAP/SMTP mailbox.

Yes. The agent automatically downloads attachments (PDF, images, Word, Excel) and extracts their content using built-in OCR. Scanned invoices, purchase orders, and delivery notes are fully readable.

After extracting data, the AI agent applies your business rules and calls your ERP via API, webhook, or a pre-built skill. SAP, Sage, Navision, Odoo, and any API-enabled ERP are supported. No code required.

Yes. Configure the agent's instructions with your business logic. It detects sender domain, document type, and field values to route and transform data before pushing to the ERP.

The agent routes the document to a validation queue and notifies the responsible team member by email. Full traceability is maintained.

The dedicated agent email address and IMAP/SMTP triggers are available on all plans. Gmail and Outlook 365 triggers require an active connection in the agent's skill settings.