Pay2ERP
User Guide – Getting Payments Matched to Invoices Without Manual Entry
🔗 How Pay2ERP Matches a Payment
Every payment notification — a bank email, a line from Revolut or Wise, or a statement line read straight from your ERP — is reduced to the same handful of facts: amount, currency, value date, and the reference number your customer typed when they paid. Those facts are what get matched against your open invoices, not the wording of the email.
| Source format | What it is | How Pay2ERP reads it |
|---|---|---|
| MT940 / MT942 | SWIFT end-of-day / intraday bank statement | Structured. Every credit line becomes one payment automatically — no extraction guesswork. |
| CAMT.053 | ISO 20022 XML bank statement | Structured, parsed defensively against malformed or oversized XML. |
| BAI2 | US bank statement format | Structured, same treatment as the formats above. |
| OFX | Open Financial Exchange | Structured, same treatment as the formats above. |
| Revolut / Wise API | Direct account connection | Structured fields arrive already labelled — amount, reference and sender in real time, no email delay. |
| Free-text email | A bank’s plain-language payment notification | 50+ patterns across 15+ languages first; AI reads the text only when none of the patterns match. |
🔄 How Pay2ERP Works – Visual Flow
Arrives
Extracted
Invoice(s)
in Your ERP
Report
One payment can cover several invoices at once — a customer paying a whole month in one transfer, for example. Pay2ERP works through the combinations of your open invoices until it finds the set that adds up to the amount paid, rather than giving up at the first invoice that does not match alone.
📥 Unmatched Payments – Your Safety Net
When Pay2ERP cannot find a confident match, it does not guess and it does not file the email away where you might miss it. The payment notification stays in your INBOX, marked unread, exactly where any other unread mail would sit — and it is listed in your next report as needing attention.
Once a source is fully processed, matched payment emails move into _Pay2ERP/PROCESSED so your INBOX only shows what still needs a human. Manually pairing an unmatched payment also feeds back into Pay2ERP’s statistical pattern learning, so the same bank’s wording is recognised faster next time.
🚀 Getting Started
- Connect a bank email account, or a Revolut / Wise API key, on the dashboard.
- Switch Pay2ERP on. It starts in Demo Mode — sample data only, nothing real is touched.
- Move to Email Only to see what Pay2ERP extracts from your real inbox — still no connection to your ERP.
- Happy with the extraction? Connect your ERP as ERP Read-Only: real invoices are matched, nothing is recorded.
- Check a few daily reports. The matches you see are exactly what would be recorded once you go live.
- Switch to Production. From that moment, matched payments are recorded in your ERP automatically.
⚙️ Dashboard Settings Reference
Core matching
| Setting | Plan | What it does |
|---|---|---|
| Collection Payment Pairing | Personal | Matches incoming payments to outstanding invoices using reference numbers, amounts and customer data. The core of Pay2ERP — on by default. |
| Generate email report | Personal | Sends a report after each processed source. Turning this off does not stop matching — it only stops the email. |
| Daily export | Family | Generates a daily Excel report of all processed payments for accounting review and reconciliation. |
| AI Company name parsing | Business | Uses AI to identify and standardise company names from payment descriptions, so a payment can be matched to unpaid invoices by amount even without a variable symbol. |
Document formats read
| Format | Plan | What it does |
|---|---|---|
| Email Text | Personal | Process data from the email body text itself. |
| CSV Files | Personal | Process data from .csv attachments. |
| HTML | Personal | Process data from .html or .htm attachments. |
| Excel | Family | Process data from .xls / .xlsx attachments. |
| PDF Files | Family | Process data from PDF attachments. |
| Word | Family | Process data from .doc / .docx attachments. |
| Scanned PDF Files | Business | Process data from image-based (scanned or photographed) PDF attachments using OCR. |
| Images / Photos | Business | Process data from .jpg, .jpeg and .bmp attachments using OCR. |
| Raster Images | Enterprise | Process data from .gif, .tiff, .webp, .eps and .svg attachments using OCR. |
A Pre-processing toggle exists in the codebase for consistency with our other mailbox apps, but it is switched off for Pay2ERP: reading a hidden queue folder does not apply to payment import the way it does to order import, so it never appears as an option on your dashboard.
🛡️ Access Levels
Four levels let you build trust at your own pace, each one giving Pay2ERP a little more access than the last.
| Level | Access | What happens |
|---|---|---|
| Demo | None | Sample data only, at BOTS4.me/demo. No mailbox, no ERP. |
| Email Only | Mailbox | Captures and extracts real payments from your inbox, but never touches your ERP. |
| ERP Read-Only | Mailbox + ERP read | Matches payments to real invoices and reports exactly what it would record — writes nothing. |
| Production | Mailbox + ERP read & write | Full automation: payments are captured, matched, and recorded in your ERP. |
📊 Reading the Report
✅ What matched
Every payment recorded this run: which invoice(s), the amount, and the reference it matched on.
⚠️ What needs attention
Payments still sitting unread in your INBOX because nothing matched with confidence — the same list you would open by hand.
📈 The numbers
Processed, sent-to-manual and failed payments, for this month and in total — your running scorecard.
❓ Troubleshooting
| What you see | What it means |
|---|---|
| A payment stayed in the INBOX | No confident match was found — check that the reference number in the notification actually corresponds to an open invoice, and that the invoice is not already marked paid. |
| A payment seems to be missing entirely | Check the duplicate list first: if the same bank transaction already arrived through another connected source, Pay2ERP recorded it once and correctly ignored the second copy. |
| Company-name matching is not available | AI Company name parsing is a Business-tier feature. Below that tier, payments without a variable symbol wait for manual review. |
| No daily report arrives | Confirm Generate email report is switched on for Pay2ERP on your dashboard. |
| A scanned or photographed remittance advice was not read | Scanned PDFs and photos need the OCR-based formats, which are gated to the Business and Enterprise tiers. |
❓ Frequently Asked Questions
What payment sources are supported?
Bank email notifications via IMAP, Gmail, Outlook and Office 365, plus direct API integration with Revolut and Wise. More sources added regularly.
What ERPs does it work with?
OFFERIS and Odoo today, with an extensible adapter system for more. Ask us about yours.
What happens to a payment that cannot be matched?
It stays in your INBOX, unread, and is flagged in the daily report — nothing disappears into a hidden folder. Pairing it yourself teaches Pay2ERP that pattern for next time.
Does it handle one payment covering several invoices?
Yes. Pay2ERP searches combinations of your open invoices for the set that adds up to the amount paid.
How does the AI fallback work?
Rules run first, on every payment. AI is only called when the rules cannot extract a reference from a free-text notification — most payments never reach it.
Can I test without connecting my ERP?
Yes. Email Only mode extracts real payments without touching your ERP; ERP Read-Only goes further and matches against real invoices while writing nothing. First month free.
Does it work with AutoCASH?
Yes. Pay2ERP records the payment; AutoCASH stops reminding for that invoice the moment it does. Together they close the loop on receivables.
Does this use AI? We are not allowed to.
Set AI Mode to Off and no language model is called and nothing is sent to an AI provider. A bank API connection or a structured ERP statement line loses nothing at all — those fields already arrive labelled and are matched by rules alone. Only free-text notification emails in a layout the rules do not recognise need AI. If your compliance team needs it in writing, ask us and we will confirm it for your file.
🔒 What Pay2ERP Will Never Do
- Contact your customers — that is AutoCASH’s job, not Pay2ERP’s.
- Record a payment while in Demo, Email Only, or ERP Read-Only mode.
- Match a payment to an invoice without checking amount and reference against it first.
- Record the same bank transaction twice, even if it arrives through two different connected sources.
- Hide an unmatched payment from you — it stays, unread, in your INBOX.
- Change anything in your ERP beyond marking the matching invoice as paid.