Four modes: dedicated agent email address (agent-slug@swiftask.ai), Gmail via OAuth2, Outlook 365 via OAuth2, and any IMAP/SMTP mailbox.
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
Swiftask AI agents process incoming emails and attachments via OCR and push data into your ERP — Gmail, Outlook, IMAP/SMTP or dedicated agent email. No code.
Email Automation & ERP Integration
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ocr
erp-integration
document-processing
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Every day, your team manually re-enters data from supplier emails into your ERP. With Swiftask, an AI agent monitors your inbox, reads every email and attachment, extracts the relevant fields using OCR, applies your business rules, and creates or updates records in your ERP automatically. No code. No integration project. Live in days.
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.
How Swiftask automates the entire email-to-ERP pipeline
Dedicated agent email address
Each Swiftask AI agent gets its own unique email address (e.g. invoices@swiftask.ai). Forward your supplier inbox there — or configure it as the direct recipient. The agent wakes up instantly on every new message, 24/7.
Gmail, Outlook & IMAP/SMTP triggers
Already using Gmail or Outlook 365? Connect your existing mailbox in one click via OAuth2. For any other provider, the IMAP/SMTP trigger covers it. The agent monitors your inbox, filters by folder or sender domain, and processes only what matters.
Built-in OCR on every attachment
PDFs, scanned images, Word files — the agent automatically extracts all text using built-in OCR. Supplier invoices, signed contracts, delivery slips: every field is readable and structured, even from low-quality scans.
Business rules in plain language
Configure the agent's instructions in natural language: 'If the sender is a supplier from domain X, extract invoice number, amount, VAT, and due date. If the amount exceeds €10,000, flag for manual approval.' No code. No ETL. Just logic.
ERP integration via API or skills
Once data is extracted and validated, the agent calls your ERP through a pre-built skill or a custom API call. SAP, Sage, Navision, Odoo, custom ERP — any system with an API is reachable. The agent can also write to a database or trigger a webhook.
Multi-agent escalation
When a document is ambiguous or requires human approval, the agent routes it to a validation agent or notifies the right person via email. Full traceability. Nothing falls through the cracks.
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
Ready to eliminate manual email processing?
Set up your first email-to-ERP agent in minutes. Connect your inbox, define your extraction rules, and let AI handle the rest — 24/7, at scale.
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
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.
Related solutions
Ready to eliminate manual email processing?
Set up your first email-to-ERP agent in minutes. Connect your inbox, define your extraction rules, and let AI handle the rest — 24/7, at scale.