AutoERP
User Guide – Order Confirmation, Delivery and Invoicing on Autopilot
✅ 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. Needs the Partial Shipping feature (Business plan and up, off by default) — without it the order is not shipped and is listed under “needs a hand”. |
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.
Once AutoERP has shipped an order it adds a marker tag of its own: AutoERP fully for a whole order, AutoERP partially for a part-delivery. It shows your team at a glance what AutoERP has already done — leave these on the order.
🔄 How AutoERP Works – Visual Flow
the Order
(+ Down Payment if Prepaid)
when Stock is Ready
after Delivery
+ Report to You
Every customer-facing email (order confirmation, down-payment invoice, 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 except its three order tags.
- 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.
🧭 The Three Modules
Order Confirmation
Turns tagged draft orders and quotations into confirmed orders. If the order’s payment terms say prepayment, it also issues a 100% down-payment invoice through your ERP, which your ERP emails to the customer. Available on every plan, like the two modules below.
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, through your ERP’s own invoicing — either one invoice per order, or one collected invoice per customer (and currency) per day, week or month. A down payment is deducted on the final invoice; the posted down-payment invoice is also your advance-payment tax document.
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 | Empty (your company currency) | The currency your minimum values and credit limits are written in. Leave it empty to use your company’s currency from the ERP. 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. |
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. In LIVE mode a report is only sent when AutoERP did something or an order needs you; orders that need a hand are listed first.
📝 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 down payment is unpaid. The report names the amount and the number of days. |
| A service line is never invoiced | The service is sold on delivered quantities and nobody has set its delivered quantity yet — AutoERP never guesses it. The report lists it once under “needs a hand”; enter the quantity on the order and the next run invoices it. |
| 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. |
| Odoo has no Tags field on sales orders | Some Odoo databases without the CRM app have no Tags field on sales orders, so AutoERP cannot mark orders. Install the CRM app (it adds the Tags field), or have your Odoo partner add a text field named x_autoerp_tags on sales orders and type the tag name into it — AutoERP then reads that field instead. |
🔒 What AutoERP Will Never Do
- Touch an order that is not tagged.
- Write anything but its three order tags 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 the credit limits you set, while Credit Checking is on.
- Invoice the same goods twice — quantities already invoiced in your ERP are never billed again.
- Combine several customers, or several currencies, onto one invoice.
❓ Frequently Asked Questions
What ERPs are supported?
Live today: Odoo 13 to 19 (Community, Enterprise, Odoo.sh, Odoo Online), ERPNext 15 and 16, Zoho (Books / Inventory), Dolibarr 23 and newer, Microsoft Dynamics 365 Business Central (online), QuickBooks Online, Xero and SAP Business One. Any other ERP with an API — SAP S/4HANA, Dynamics 365 Finance / Sales, NetSuite and more — is connected on request.
What does AutoERP automate?
Three core modules: Order Confirmations (confirms orders and, for prepayment customers, has your ERP issue a down-payment invoice), Shipping (creates deliveries when stock is available, whole orders or line by line) and Invoicing (one invoice per order, or collected invoices — daily, weekly or monthly). Your ERP sends every customer email.
Can I test without affecting my ERP?
Yes! Demo Mode reads your orders and stock but performs no transactions — only generates reports showing exactly what it would do. First month free.
Can I enable only some modules?
Yes. Each module has its own switch — enable only what you need: confirmations only, shipping only, or all three modules together. Configure it at /bots → Control → AutoERP.
Does it support partial shipping?
Yes, with the Partial Shipping feature (Business plan and up). If not all items are in stock, AutoERP ships the available lines and creates partial deliveries — oldest orders first. A safeguard limits part-deliveries per order (default 10).
What is collection invoicing?
Instead of creating one invoice per order, AutoERP can batch multiple orders from the same customer into one collection invoice — immediate, daily, weekly, or monthly. Configurable with minimum collection amount threshold.
Does it work with Mail2ERP?
Yes! Mail2ERP imports orders from email into your ERP. AutoERP then confirms, ships, and invoices those orders automatically. Together they automate the complete cycle — from customer email to paid invoice.
How does credit checking work?
When Credit Checking is on (Business plan and up, off by default), AutoERP checks before shipping whether a customer has unpaid proforma invoices or overdue balances. If they exceed your thresholds (default: 300 in your company currency, or an invoice more than 14 days overdue), the shipment is held and the customer gets one payment reminder from your ERP.
Does this use AI? We are not allowed to.
No. AutoERP contains no AI model in any mode or on any tier, and no data is ever sent to an AI provider. Every action follows the rules you configure, so the same input always produces the same result and every step is traceable in the log. If your compliance team needs it in writing, ask us and we will confirm it for your file.