BOTS4.me AutoERP Guide: Email-to-ERP Automation Setup

✅ The One Thing You Must Do First

AutoERP is opt-in per order. It will never touch an order on its own. It works only on orders carrying one of two tags, which we create in your ERP for you:

Tag on the order	What AutoERP does with it
`AutoERP`	The whole order, in one go. Confirms it, waits until every item is in stock, creates one delivery, then invoices it. Nothing ships until the order can ship complete.
`AutoERP_partial`	Line by line. Ships whatever is fully in stock now and leaves the rest on the order for a later shipment. Best for long lead times or drop-shipped items.

Nothing happens until you tag an order. If your report says “no tagged orders needed attention”, that is almost always the reason — not a fault. Tag one order and it will appear in the next report.

You can rename both tags on the AutoERP tab of your dashboard if your team already uses a different convention. An order carrying BOTH tags is treated as a complete order, never twice.

🔄 How AutoERP Works – Visual Flow

🏷️

You Tag
the Order

→

✅

Order Confirmed
(+ Proforma if Prepaid)

→

📦

Delivery Created
when Stock is Ready

→

🧾

Invoice Issued
after Delivery

→

📧

Customer Emailed
+ Report to You

Every customer-facing email (order confirmation, proforma, delivery note, invoice, pickup notice, payment reminder) is sent by your own ERP, using your own templates, your own branding and the customer’s own language. AutoERP never sends mail to your customers in its own name.

🚀 Getting Connected

Connect your ERP on the dashboard, or install the BOTS4.me app from the Odoo Apps store and press Connect.
Switch AutoERP on. It starts in Demo Mode — it reads your ERP and writes nothing.
Tag one sales order with AutoERP.
Wait for the next run and read the preview report that lands in your inbox.
Happy? Switch Mode from DEMO to LIVE on the AutoERP tab. That is the moment AutoERP starts writing to your ERP.

Odoo users: AutoERP needs the technical user to be allowed to read and write sales orders, transfers, invoices and order tags. The BOTS4.me connector grants this automatically when you activate the app. On Odoo Online (where custom apps cannot be installed) you add your instance manually on the dashboard instead — everything else is identical.

🧭 The Three Modules

Order Confirmation

Turns tagged draft orders and quotations into confirmed orders. If the customer’s payment terms say prepayment, it also issues a proforma invoice and emails it. Available on every plan.

Deliveries

Creates and validates the delivery in your ERP once stock is available, the delivery date has arrived and the customer’s credit is in order. A part-shipment leaves the remainder on the order as a back order.

Invoicing

Invoices what has actually been delivered — either one invoice per order, or one collected invoice per customer per day, week or month. Also issues tax documents for advance payments where the goods have not shipped yet.

Each module can be switched off independently on the dashboard. Switching one off never blocks the others — you can, for example, let AutoERP confirm and deliver while your accountant keeps invoicing by hand.

⚙️ Dashboard Settings Reference

Which orders AutoERP may touch

Setting	Default	What it does
Tag: complete orders	`AutoERP`	The tag that hands a whole order to AutoERP.
Tag: line-by-line orders	`AutoERP_partial`	The tag that allows part-shipments of an order.
Currency of the limits below	EUR	The currency your minimum values and credit limits are written in. An order in a different currency is simply not measured against them — we never convert behind your back.

Working hours

Setting	Default	What it does
Confirm orders — from / to	00:00 – 23:59	When orders may be confirmed.
Create deliveries — from / to	06:00 – 16:00	Usually your warehouse hours, so nothing is picked after everyone has gone home.
Same-day order cut-off	14:30	Orders placed after this time ship the next day.
Create invoices — from / to	13:00 – 17:00	When invoices may be created.
Never invoice before	13:00	A safety line so an order still being edited in the morning is not billed too early.

Watch the overlap. The invoicing window must sit inside your Operating Hours (the general on/off hours at the top of the tab), and it must contain the “never invoice before” time. If those three do not overlap, no invoice is ever created — silently. If you narrow your Operating Hours, check this window.

Delivery rules

Setting	Default	What it does
Minimum delivery value	25	Do not ship a parcel worth less than this; wait for more items. Set to 0 to always ship.
… but ship anyway after	14 days	So a small order never waits forever.
Max part-deliveries per order	10	Stops one order turning into a stream of tiny parcels.

Need to push one specific small order out of the door? Add the tag AutoERP_small_ok to it and the minimum is ignored for that order.

Invoicing rules

Setting	Default	What it does
Collect deliveries onto one invoice	On	On: one invoice per customer per period. Off: one invoice per order.
Invoice customers	Once a week	Immediately, daily, weekly or monthly.
Invoicing day / day of month	Friday / 1st	Which day the collected invoice goes out. Monthly is capped at the 28th so every month behaves the same.
Minimum invoice amount	50	Below this, the invoice rolls into the next period.
Max invoices per delivery	1	A safety limit. AutoERP always permits one extra final invoice so nothing can stay uninvoiced.
Wait for the full order	14 days	How long to wait so everything lands on ONE invoice. After that, AutoERP bills what has shipped and sends a final invoice later.
Tax document after	14 days	When a customer has paid in advance but the goods have not shipped within this many days, a tax document is issued — a legal requirement in many countries.
“Wants invoice” field	(empty)	Optional. The technical name of a yes/no field in your ERP that records whether the customer wants an invoice at all. Leave empty to always invoice.

Credit control

Setting	Default	What it does
Require the proforma to be paid	On	Hold the shipment until a prepayment customer has actually paid.
Block over this overdue amount	300	Hold shipments for customers who owe you more than this.
Block over this many days overdue	14	Hold shipments when the oldest unpaid invoice is older than this.
Hold shipments if the check fails	On	If the credit check itself cannot run, hold rather than ship. Recommended.
Email the customer when blocked	On	Sends a payment reminder the first time an order is held. Once per order, never repeatedly.

🔍 Demo Mode

Every AutoERP account starts in Demo Mode, and your first run is always a demo. In Demo Mode AutoERP reads your orders, your stock and your customers’ payment status and works out exactly what it would do — then emails you the list instead of doing it. Not a single record in your ERP is touched.

Once you have received at least one demo report, the LIVE switch unlocks on the AutoERP tab. You can go back to Demo whenever you like.

📊 Reading the Report

📋 Summary

How many orders were confirmed, delivered and invoiced — and how many were skipped, by category.

📝 Order by order

Every decision, with the reason in plain language. In Demo Mode this is the full list of what would have happened.

⚠️ Skipped and why

The most useful part. “Waiting for stock”, “below your minimum”, “customer overdue”, “after the cut-off” — each skip tells you which setting caused it.

❓ Troubleshooting

What you see	What it means
“No tagged orders needed attention”	No order carries the AutoERP tag, or every tagged order is already fully processed. Tag an order and wait for the next run.
Orders confirmed but never delivered	Usually stock: a complete-order tag waits until every line is available. Check the skip reason — it names the product. It can also be the delivery window or the cut-off time.
Delivered but never invoiced	Check the invoicing window overlaps your Operating Hours and contains the “never invoice before” time. With weekly collection, invoices only go out on the chosen day.
A customer’s orders are all held	Credit control. They are over your overdue limit, or their proforma is unpaid. The report names the amount and the number of days.
Small orders never ship	They are under your minimum delivery value. They ship automatically after the waiting period, or immediately if you tag them `AutoERP_small_ok`.
The AutoERP tags are missing in your ERP	The connected user is not allowed to create tags. Grant it Sales administrator rights, or create the two tags by hand — AutoERP will use them either way.

🔒 What AutoERP Will Never Do

Touch an order that is not tagged.
Write anything at all while Demo Mode is on.
Email your customers in its own name — every customer email comes from your ERP, with your templates and branding.
Ship goods to a customer who is over your credit limit, unless you switch credit control off.
Invoice the same goods twice — quantities already invoiced in your ERP are never billed again.
Combine several customers, or several currencies, onto one invoice.