--- title: "Klantorders uit e-mail naar QuickBooks schattingen" url: https://bots4.me/nl/email-purchase-orders-to-quickbooks-estimates/ canonical: https://bots4.me/nl/email-purchase-orders-to-quickbooks-estimates/ language: nl updated: 2026-11-01 --- # Klantorders uit e-mail naar QuickBooks schattingen Automatisch klant-PO’s in QuickBooks Online verwerken door e-mails en bijlagen te lezen. Lees klantorders en maak schattingen zonder handmatig typen. First # Turn Customer Order Emails into QuickBooks Online Estimates Automatically Written by [Adam Petras](https://bots4.me/about-us/), Founder & CEO, TreeLab OÜ · Published 2026-10-29 · Updated 2026-10-29 Customer POs arrive by email — the estimate appears in QuickBooks Online, ready for you to accept QuickBooks Online has no sales orders, so most teams turn an emailed purchase order into an estimate by hand, then into an invoice when the goods are ready. This guide shows how **Mail2ERP** does the typing: it reads the customer's email and attachment, finds the customer and your products and services in QuickBooks, and creates the estimate — marked as a customer order when it is one, and left for you to review and accept. You start in Demo Mode, and the first month is a free Discovery month. ## 🎯 "How Do I Get a Customer's PO into QuickBooks Without Retyping It?" It is one of the most common questions from small distributors and trade businesses on QuickBooks Online. Orders come in as PDFs from the customer's purchasing system, as spreadsheets, or as a list in the email body. QuickBooks itself only starts once someone has typed the estimate. - **Manual estimates:** open the PDF, find the customer, add every product line, check the quantities, add the customer's PO number — then repeat for the next email. - **No sales order to park the order on:** QuickBooks Online uses estimates for both price quotes and confirmed orders, so it is easy to lose track of which estimates are real orders. - **Mistakes show up on the invoice:** a mistyped quantity or product becomes a wrong invoice and a correction later. - **Quotes go out late:** a price request that waits until the end of the day often does not turn into an order. 🤖 The bot for this job Mail2ERP - Import Emails Into ERP with AI First month free · No card needed [🚀 Start your free Discovery month](https://bots4.me/bots/) [Mail2ERP product page](https://bots4.me/product/mail2erp/) ## 🔍 What QuickBooks Users Usually Try First ### Typing the estimate by hand Accurate when the volume is low, a full-time job when it is not. It also depends on one person knowing every customer's quirks. ### Generic automation recipes Trigger-and-action tools can create an estimate when an email arrives, but they need the data already structured. Reading an unknown PDF layout, finding the right products and deciding whether the email is a price request or an order is the hard part, and it is left to you. ### Document parsers Parsers extract fields from a document once you train them on a layout. Mapping the result to QuickBooks customers and products is still your job. See [Parseur, Docparser or Nanonets vs Mail2ERP](https://bots4.me/email-order-parsers-vs-erp-automation/) for a closer look. ### ⚠️ What the job really needs Read **any layout without templates**, tell a price request from an order, match your QuickBooks customers and products, use your QuickBooks prices and taxes — and leave the decision to accept the order with you. ## ⚙️ How Mail2ERP Works with QuickBooks Online 📧 Customer email arrives → 🤖 Mail2ERP reads and matches → 📝 Pending estimate in QuickBooks → 👍 You review and accept ### One document type: the estimate QuickBooks Online is accounting software without sales orders or deliveries, so Mail2ERP works with estimates: - **A price request** becomes a pending estimate. - **A firm order** becomes the same kind of estimate, marked as an order: the customer message and the private note both say "Customer order (BOTS4.me Mail2ERP)". Mail2ERP never accepts it. You review the order and mark it **Accepted** in QuickBooks — that is your go-ahead. ### What goes onto the estimate - **Customer:** the sender's email address must belong to an active customer in QuickBooks. QuickBooks has no separate contact persons in its API, so the customer's own email addresses are used. Mail2ERP never creates customers. - **Products and services:** codes in the email are matched to the SKU of your items, or to the item name when an item has no SKU. QuickBooks items carry no barcodes, vendor codes or customer codes in the API, so those are not used. Mail2ERP never creates items. - **Prices and taxes:** the line price comes from the item's sales price in QuickBooks; the price in the email is used only when the item has none. QuickBooks applies its own taxes. Customer-specific price lists are not available in the QuickBooks API. - **The customer's reference:** their PO number appears in the customer message ("Your reference: …") and in the private note. QuickBooks keeps its own estimate number. - **Delivery date and address:** for an order, the requested date becomes the ship date; the customer's own ship-to address stays. - **The email itself:** the email text goes into the private note, and the original files are attached to the estimate. ### When the customer orders against your estimate With **RFQ Detection** on, a reply that quotes your estimate number and clearly says "order" marks that estimate as a customer order. If the customer changes quantities for specific lines while the estimate is still pending, those quantities are updated; otherwise the full estimate is ordered with a note for your team. It still waits for you to accept it. ### Unclear emails and duplicates An email Mail2ERP cannot import — an unknown sender, a code that matches no item — stays in your INBOX, unread, with the reason in the log. A quantity that cannot be read with confidence is skipped, not guessed, and you are asked to add it. Every estimate carries a Mail2ERP marker in the private note, and every create is sent with a request ID, so an interrupted run or a forwarded copy never creates a second estimate. ## 🛠️ Step-by-Step Setup - **Step 1 — Start your free Discovery month:** sign in at [bots4.me/bots](https://bots4.me/bots/), click **Start free Discovery month** on the Mail2ERP card and accept the Terms once. No card is needed. - **Step 2 — Connect your mailbox:** **Settings** → **Mail2ERP** → **Access Manager** → **Add Source**. Gmail and Microsoft 365 connect with Secure Quick Connect; other providers over IMAP with an app password. All providers are covered in [Getting Connected](https://bots4.me/guide-getting-connected/). You can also forward orders to mail2erp@bots4.me instead. - **Step 3 — Connect QuickBooks Online:** **Add Destination** → the **QuickBooks** tile → **Sign in with QuickBooks**. Sign in with an admin user of your company; if your login has several companies, QuickBooks asks which one to connect. No passwords or API keys are stored. - **Step 4 — Check your items:** make sure the codes your customers use are in the SKU field of your products and services, or that the item names match what customers write. - **Step 5 — Run in DEMO, then go LIVE:** Mail2ERP starts in Demo Mode and emails you the estimate it would have created. When the reports look right, set **Mode** to **LIVE** on the Control tab. QuickBooks Online only — QuickBooks Desktop has no cloud API and cannot be connected. ## 🧭 Your First Week in the Discovery Month - **Mode:** DEMO reads your emails and QuickBooks data and writes nothing; LIVE becomes available after the first DEMO report email. - **Operating Hours and Weekends:** Mail2ERP runs inside these hours, weekday office hours to start with. - **Discovery switches:** switches with a **Discovery** tag are included in your free month and start switched off. On QuickBooks, **RFQ Detection** and **Separate External** are the useful ones; the Smart Multi-Code Matching switches have no codes to work with in QuickBooks. - **Test order:** email two or three SKUs with quantities from a customer's address, then a second email that only asks for prices. Two DEMO reports show what the estimates would look like; the decisions are also in the **Logs** tab and the _Mail2ERP/LOGS folder. - **Teach it:** drag an email into _Mail2ERP/QUOTATION or _Mail2ERP/ORDERS to retry it as that type, or into _Mail2ERP/SKIP to skip that kind of email in future. ### 📅 When the Discovery month ends When the month ends, Mail2ERP continues on the free plan by itself with a small monthly allowance: when it is used, new items wait until next month or until you choose a plan, and an item already started always finishes. Choose a plan to keep all features — see the plan table on the [Mail2ERP product page](https://bots4.me/product/mail2erp/). The free plan reads email text, PDF, CSV and HTML; scanned PDFs, images, Excel, Word and the Discovery switches need a plan. Nothing you imported is undone. ## 🧾 After You Accept: Invoicing with AutoERP Accepting the estimate is where Mail2ERP stops. If you also want the invoice to follow by itself, AutoERP is invoice-only on QuickBooks: it invoices every estimate you mark Accepted, once every item on it is in stock, and BOTS4.me emails the invoice to your customer. Only estimates accepted after AutoERP's first LIVE run are invoiced — anything accepted earlier stays with you. QuickBooks has no delivery documents and no prepayment invoice in its API, so there is no shipping step and orders that need a prepayment stay with you. - **Day to day:** imported emails move to _Mail2ERP/PROCESSED; you open the pending estimates marked as customer orders, check them and accept. - **API limits:** QuickBooks limits API calls per company. BOTS4.me reads each list once per run and waits when QuickBooks asks it to slow down. - **Platform:** EU-hosted, built for GDPR, 2FA, and reports, logs and mailbox folders in 31 languages. ## ❓ Frequently Asked Questions ### Can QuickBooks Online create an estimate from a customer's emailed purchase order? Not on its own. Mail2ERP reads the PDF, Excel or email text, finds the customer and your items in QuickBooks Online, and creates the estimate for you, marked as a customer order when it is one. ### Why does it create an estimate and not a sales order? QuickBooks Online has no sales orders. An estimate marked as a customer order is the closest document, and it keeps the final decision with you: nothing is invoiced until you mark it Accepted. ### Will Mail2ERP accept estimates or send them to my customer? No. Mail2ERP only creates the estimate and leaves it pending. Accepting it, and sending it to the customer if you want to, stays with you in QuickBooks. ### Which prices end up on the estimate? The sales price of each item in QuickBooks, with QuickBooks' own taxes. The customer's price from the email is used only when an item has no sales price. ### How does it find the right product? By the SKU of your products and services, or by the item name when there is no SKU. If a code matches nothing, the email stays in your INBOX with the reason, and you can retry it after adding the SKU. ### Does it work with QuickBooks Desktop? No. QuickBooks Desktop has no cloud API. Mail2ERP works with QuickBooks Online. ### What if the customer sends the same PO twice? It is imported once. Mail2ERP recognises the same order arriving at two addresses or forwarded again, and its own marker on each estimate stops a second one after an interrupted run. ## 📚 Related Reading - **Features and plans:** [Mail2ERP product page](https://bots4.me/product/mail2erp/) and the [Mail2ERP guide](https://bots4.me/mail2erp-guide/). - **Using Xero instead?** [Turn Emailed Orders into Xero Quotes Automatically](https://bots4.me/email-orders-to-xero-quotes/). - **Comparing options:** [Parseur, Docparser or Nanonets vs Mail2ERP](https://bots4.me/email-order-parsers-vs-erp-automation/). - **Invoicing the accepted orders:** the [AutoERP guide](https://bots4.me/autoerp-guide/). - **Small business overview:** [Email Automation for Small Business](https://bots4.me/email-automation-for-business/). ## 🔗 Sources and Further Reading Official documentation referenced in this guide. External links open in a new tab. - [QuickBooks Help — Create and send estimates in QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-ca/help-article/job-estimates/create-send-estimates-quickbooks-online/L0kOXRjoP_CA_en_CA) ## From Customer PO to QuickBooks Estimate, Without Typing Connect your mailbox and QuickBooks Online in a few minutes, watch Mail2ERP work in Demo Mode, and go live only when you are confident. The first month is a free Discovery month, with no card needed. [🚀 Start your free Discovery month](https://bots4.me/bots/) [📖 Mail2ERP product page](https://bots4.me/product/mail2erp/) [💬 Talk to us](https://bots4.me/contact/) More than one process to automate, or an ERP that is not on our list? [We build it for you: book a free call →](https://bots4.me/custom-solutions/) ## Veelgestelde vragen ### Hoe zet ik een klantbestelling uit een PDF automatisch in QuickBooks Online? BOTS4.me gebruikt Mail2ERP om de inhoud van PDF-bestanden met bestellingen te lezen, de klant en producten in QuickBooks Online te matchen en automatisch een offerte aan te maken. Je kunt deze offerte vervolgens zelf controleren en accepteren zonder handmatig gegevens over te typen. ### Kan Mail2ERP QuickBooks Online klanten en producten automatisch herkennen? Ja, Mail2ERP leest de gegevens uit de e-mail of bijlage, matcht deze met de bestaande klant- en productlijsten in QuickBooks Online en maakt een offerte aan met de juiste prijzen en belastingtarieven. Je behoudt altijd de controle over het definitieve resultaat. ### Wat gebeurt er als een e-mail een prijsaanvraag in plaats van een bestelling is? Mail2ERP onderscheidt automatisch prijsaanvragen van daadwerkelijke bestellingen en maakt in beide gevallen een offerte aan in QuickBooks Online. Deze offertes blijven in afwachting tot je ze handmatig accepteert, zodat je zelf beslist welke worden omgezet in facturen. ### Hoeveel kost het om Mail2ERP te proberen voor QuickBooks Online? De eerste maand is gratis als ontdekkingsmaand voor Mail2ERP bij BOTS4.me. Er is geen creditcard nodig om te starten en je kunt direct zien hoe het systeem werkt met je eigen bestellingen en klantgegevens. ### Werkt Mail2ERP ook met bestellingen in spreadsheetformaat? Ja, Mail2ERP kan zowel PDF-bestanden als spreadsheets of tekst in e-mails verwerken. Het systeem leest de gegevens zonder vooraf ingestelde sjablonen en maakt automatisch een offerte aan in QuickBooks Online met de juiste producten en hoeveelheden.