Continuous Item Monitoring
The workflow continuously monitors Dynamics 365 Business Central for newly created items every 3 minutes, ensuring the system always has the latest product data available.
About this template
What this workflow does
AI-Powered Email Purchase Order to Sales Order Automation in Dynamics 365 Business Central
Key benefits
- Zero Manual Data Entry for Emailed POs
- AI Product Matching Eliminates SKU Errors
- Faster Order Fulfillment
- Built-In Exception Handling
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No triggers for Gmail.
Inside the flow
How the template works
appse ai runs this workflow end to end for Gmail — automatically, every single day. Here is exactly what happens when this template runs.
Product Intelligence Indexing
Whenever a new product is detected, the system generates a semantic AI embedding of the product details such as name, code, and price. This converts the product into a searchable AI-friendly format.
AI Product Knowledge Base
The generated embeddings are stored in a vector database. This builds an intelligent product repository that can later match incoming product descriptions with the correct ERP items.
Email Order Detection
The system scans Gmail for unread emails. This allows incoming purchase orders sent by customers via email to be automatically captured without manual intervention.
Extract Order Email Content
When a new email is detected, the workflow retrieves the full message content along with any attached files.
Purchase Order Retrieval
The workflow automatically downloads the PDF attachment associated with the email, which typically contains the purchase order.
Document Processing
The attached PDF is decoded and prepared for analysis so the system can read and interpret the contents of the purchase order.
AI Order Understanding
Using OpenAI, the system analyzes the purchase order document and extracts structured order information such as customer details, order number, shipping address, line items, pricing, and totals.
Structured Data Preparation
The extracted information is converted into structured JSON format so it can be used reliably by downstream systems and workflows.
Item-Level Processing
Each product listed in the purchase order is processed individually to ensure accurate product matching and order line creation.
Intelligent Product Matching
For every item in the order, the system generates an embedding of the product description and searches the vector database to find the closest matching item stored from Business Central.
Product Mapping Logic
The workflow pairs each order item with the corresponding product ID retrieved from the AI search results, ensuring the correct ERP product is used when creating the order.
Order Line Aggregation
All processed items are aggregated back together, preparing the final structured order with properly mapped product references.
Customer Lookup
The system checks Dynamics 365 Business Central to determine whether the customer from the order email already exists in the ERP.
Customer Validation Decision
The workflow evaluates whether a valid customer record was found. If the customer exists: The process continues with order creation. If the customer does not exist: The workflow triggers an exception handling process.
Sales Order Creation
When a valid customer is found, the workflow automatically creates a Sales Order in Dynamics 365 Business Central, including all product lines, quantities, pricing, and shipping information extracted from the purchase order.
Customer Notification (Exception Handling)
If no matching customer exists in the ERP, the system sends an email back to the sender explaining that the order could not be created due to a missing customer record.
Internal Alert for Sales Team
At the same time, a notification is posted to Microsoft Teams, informing the internal team that the order requires manual intervention to register the customer before processing.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Zero Manual Data Entry for Emailed POs
Incoming purchase orders are automatically read, extracted, and converted to Sales Orders in D365 BC.
02
AI Product Matching Eliminates SKU Errors
Semantic search maps external product descriptions to ERP items - even when naming formats differ.
03
Faster Order Fulfillment
Sales Orders are created immediately after email receipt, enabling fulfillment teams to act without delay through real time order processing automation.
04
Built-In Exception Handling
Unrecognized customers trigger automatic alerts to both sender and internal team - no orders fall through the cracks.
05
Scales Order Intake Without Headcount
Handle significantly higher emailed PO volumes with Dynamics 365 Business Central automation without adding operations staff.
01
Zero Manual Data Entry for Emailed POs
Incoming purchase orders are automatically read, extracted, and converted to Sales Orders in D365 BC.
02
AI Product Matching Eliminates SKU Errors
Semantic search maps external product descriptions to ERP items - even when naming formats differ.
03
Faster Order Fulfillment
Sales Orders are created immediately after email receipt, enabling fulfillment teams to act without delay through real time order processing automation.
04
Built-In Exception Handling
Unrecognized customers trigger automatic alerts to both sender and internal team - no orders fall through the cracks.
05
Scales Order Intake Without Headcount
Handle significantly higher emailed PO volumes with Dynamics 365 Business Central automation without adding operations staff.
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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