Mail2ERP

📂 _Mail2ERP/QUOTATION

Purpose: Import as Request for Quotation (Price Quotation in ERP)

Use when: Automatically was imported as Order, even though it should be price quotation. Ths will teach system to remember patterns from this sender.

Result: Mail2ERP extracts product details, quantities, customer info and creates an RFQ in your ERP system

Destination: Moves to PROCESSED if successful; kept in INBOX if needs manual review. If the retry still fails, the email is forwarded to our admin for investigation.

📂 _Mail2ERP/ORDERS

Purpose: Import as Purchase Order

Use when: Automatically was imported as Quotation, even though it should be Purchase Order. Ths will teach system to remember patterns from this sender.

Result: Mail2ERP extracts order details, line items, pricing and creates a purchase order in your ERP system

Destination: Moves to PROCESSED if successful; kept in INBOX if needs manual review. If the retry still fails, the email is forwarded to our admin for investigation.

📂 _Mail2ERP/DO_NOT_IMPORT

Purpose: Learn email patterns to exclude from processing

Use when: A sender sends emails that look like orders/RFQs but shouldn’t be processed (newsletters, promotional emails, automated notifications)

How it works: Mail2ERP analyzes the email pattern and learns to automatically skip similar emails from this sender in the future

Important: This is different from _AutoSPAM/SUPPLIER which blocks processing of all emails from a sender. DO_NOT_IMPORT only skips emails that match the learned pattern.

Destination: Email stays in INBOX, but pattern is learned for future filtering

🌍 Any Format. Any Layout. Any Language.

Emails in all languages — including non-Latin scripts (Thai, Arabic, Japanese, Chinese, Russian, Hebrew, Korean, Hindi). Any file format, any document layout. Every PDF can look different. Every Excel has different columns. Mail2ERP adapts automatically — no templates required.

App interface available in 31 languages.

Folder Translation: When you select your language in Settings at BOTS4.me/bots → Settings → Billing Information → App Language, all Mail2ERP folders and AutoSPAM folders are automatically translated to your language. Language can be changed once per day.

🏭 _AutoSPAM/SUPPLIER – Exclude Sender Completely

Purpose: Mark a sender so their emails are NEVER processed by Mail2ERP

Use when: You receive emails from suppliers/vendors that you don’t want imported into ERP

Result: All future emails from this sender bypass Mail2ERP processing entirely

Destination: Emails go directly to INBOX without any ERP processing

Works: Always (even without AutoSPAM subscription)

ℹ️ How to Remove SUPPLIER Status

SUPPLIER status persists independently — ALLOW does not remove it. To remove SUPPLIER status, manage your SUPPLIERS list at /bots → Settings → Mail2ERP.

⚖️ SUPPLIER vs DO_NOT_IMPORT — When to Use Which?

⭐ VIP & Advanced Features (Requires AutoSPAM)

When you have both Mail2ERP and AutoSPAM active, you unlock these powerful features:

• VIP Priority Routing: VIP customers get special handling — unsuccessful imports go to the top-level _VIP folder for immediate attention
• Non-Customer Routing: Non-customers stay in your INBOX by default. Enable Separate External in Mail2ERP settings to route them to _EXTERNAL instead.
• AI Spam Detection: Automatically identifies spam for unknown senders before they reach Mail2ERP
• Frequency-Based Filtering: Blocks senders who send too many emails too quickly
• Fake-sender Protection: Detects and blocks fake addresses pretending to be someone else
• Smart Routing: VIP customers get priority in both email delivery and ERP processing

Note: Basic features (ALLOW, SPAM, SUPPLIER) work even without AutoSPAM subscription.

🛡️ Why AutoSPAM + Mail2ERP Bundle?

Mail2ERP includes basic email control: manual ALLOW, REFUSE, and SPAM folders. These work without an AutoSPAM subscription.

For intelligent AI-powered filtering BEFORE emails reach your ERP — including frequency protection, fake-sender detection, smart text analysis, new sender analysis, and more — we recommend purchasing the AutoSPAM + Mail2ERP bundle.

⚠️ Without smart filtering, spam or phishing emails could end up as false entries in your ERP system.

🎯 Other AutoSPAM Folders That Work With Mail2ERP

These AutoSPAM folders control email delivery before Mail2ERP processing:

• _AutoSPAM/ALLOW: Approve sender & reset all previous decisions (VIP, custom lists). SUPPLIERS list not affected. Emails go to INBOX and can be processed by Mail2ERP
• _AutoSPAM/REFUSE: Mark as unknown sender – emails go to REFUSED folder for review
• _AutoSPAM/SPAM: Block sender forever – emails go straight to _TRASH/SPAM and are never processed
• _AutoSPAM/VIP: (Requires AutoSPAM) Mark as VIP — gets priority routing in both email and ERP processing
• Remove VIP status: Move any email from that sender to _AutoSPAM/ALLOW. This resets all previous decisions (VIP, custom lists). SUPPLIERS list is not affected.

✅ PROCESSED

Contains: Successfully imported emails

Meaning: Mail2ERP successfully extracted all data and created ERP entries

Action needed: None – these are fully processed. Review occasionally for accuracy.

📥 INBOX (kept for review)

Contains: Known-customer emails Mail2ERP couldn’t fully process automatically

Meaning: Mail2ERP couldn’t extract all required data or found ambiguities. The email is intentionally left in your INBOX so it stays visible.

Action needed: Review in your INBOX and either complete the ERP entry manually, or drag the email to _Mail2ERP/QUOTATION or _Mail2ERP/ORDERS to force a re-try (useful after you’ve added the missing product/contact to your ERP).

Skip cache: Mail2ERP remembers it tried and won’t re-process the same email every cron tick — the cache forgets after 14 days, or instantly when you drag the mail into a force-retry folder.

🌐 EXTERNAL (optional)

Contains: Emails from senders not in your customer database — only when Separate External is enabled in Mail2ERP settings.

Default behavior: Off. External-sender emails stay in your INBOX so nothing disappears from view.

Action needed: Review and decide if this is a new customer or should be ignored.

Enable in: Dashboard → Mail2ERP → Features → Separate External (available from Family tier).

⭐ _VIP

Contains: Failed emails from senders marked as VIP (via _AutoSPAM/VIP).

Meaning: Top-level priority folder — VIP mail bypasses the keep-in-INBOX rule so you spot it immediately.

Requires: AutoSPAM with VIP list enabled.

📥 INBOX

Contains: Regular emails, approved senders, and emails from SUPPLIER-marked senders

Meaning: Normal email delivery – these bypass Mail2ERP processing

With AutoSPAM: VIP emails go to INBOX/VIP subfolder for priority attention

🎯 Quick Setup Guide

Setting up Mail2ERP takes just 5 minutes:

• Step 1: Go to BOTS4.me/bots and log in
• Step 2: Navigate to Settings → Mail2ERP
• Step 3: Add your email accounts and select from which folder should Mail2ERP import
• Step 4: Configure your ERP connection (API credentials)
• Step 5: Select your language for automatic folder translation in Billing Information
• Step 6: Check what was imported – with Demo Mode enabled, nothing is created — disable Demo Mode when you’re ready to go live.

📧 Email Account Configuration

Supported Accounts: Gmail, Outlook, Office 365, Exchange, IMAP/SMTP, and any email provider

Folder Monitoring: By default, Mail2ERP monitors your main inbox. You can configure it to monitor specific subfolders.

Multiple Accounts: You can connect multiple email accounts and process them all through one Mail2ERP dashboard!

🔧 ERP Integration — Many Supported ERPs

Setup Location: ERP access is configured at BOTS4.me/bots → Settings → Mail2ERP → ERP Access

Supported ERPs: SAP Business One, SAP S/4HANA, Odoo, Salesforce, Microsoft Dynamics 365, Oracle NetSuite, QuickBooks, Xero, ERPNext, HubSpot, Zoho, SugarCRM, Sage, Epicor, Infor, Acumatica, Workday, Freshworks, Pipedrive, Zendesk, Offeris

Don’t see your ERP? We add new integrations regularly. Contact us.

🔑 Access Levels — Start Safely, Enable Gradually

We recommend starting with Level 2 (email access only). Disable Demo Mode only when confident. First month is free.

Learn more: Visit BOTS4.me/demo for the Demo Mode guide.

📊 Dashboard Control & Monitoring

Complete Control: Set up and manage everything from our intuitive dashboard at BOTS4.me/bots

Real-Time Monitoring:

• Processing Statistics: Track how many emails are processed daily, weekly, and monthly
• Unlimited Usage Tracking: Monitor your processing volume with no limits on your subscription
• Success Rates: See accuracy metrics and identify areas for improvement
• AI/Non-AI Toggle: Switch between advanced AI extraction and simpler processing methods
• Error Notifications: Get alerts when emails need manual review or when issues occur

💡 Pro Tips

• Start Small: Begin with just RFQs or Orders, then expand to other document types
• Review unread INBOX hourly: Failed mails stay in INBOX (unread) — review and either complete the ERP entry manually, or drag to _Mail2ERP/QUOTATION / _Mail2ERP/ORDERS to force a re-try
• Use DO_NOT_IMPORT wisely: This helps AI learn WHAT not to process, improving accuracy over time
• Use SUPPLIER: This helps AI learn WHO not to process, improving accuracy over time
• Combine with AutoSPAM: Get the best results by using both products together for complete email automation
• Set up VIPs early: Mark your most important customers as VIP to ensure their emails get priority handling

📋 What Each Log Entry Shows

• Timestamp: When the processing occurred
• Sender email: Who sent the email
• Action taken: PROCESSED, kept in INBOX, _VIP, or EXTERNAL (if enabled)
• File formats detected: Which attachment types were found
• ERP import status: Whether data was successfully written to your ERP

🔍 Common Log Messages

• STARTED — Processing cycle began
• PROCESSING — Email is being analyzed and extracted
• IMPORTED_TO_ERP — Data successfully written to your ERP
• MANUAL_REVIEW_NEEDED — Email needs your attention in your INBOX
• DUPLICATE_DETECTED — Same email/order already processed, skipped
• COMPLETED — Processing cycle finished

⚠️ What to Do on Errors

• Email connection errors: Check your email credentials at /bots → Settings
• ERP connection errors: Verify your ERP connection details and API access
• Import failures: Check if Demo Mode is disabled (Demo Mode ON prevents ERP writes)
• Persistent issues: Contact support at BOTS4.me/contact

Filter logs by level (success, info, warning, error) to quickly find what needs attention.

Week 1 — Training Mode

Check your INBOX (unread) and _VIP folder several times daily — failed mails stay in INBOX for review. Move misclassified emails to the correct Mail2ERP folders (RFQ/ORDERS/DO_NOT_IMPORT) to force a re-try and teach the system. Mark non-processable senders as SUPPLIER. The system learns from every correction.

Week 2+ — Maintenance Mode

System has learned most sender patterns. Glance at unread INBOX once daily and _VIP whenever you want — accuracy improves continuously as the system learns.

🏆 Best Practice

Combine with AutoSPAM to filter spam before it reaches Mail2ERP. Set up VIP for your most important customers — their emails get priority handling.