Pay2ERP

🔗 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.

🔍 Which Emails Pay2ERP Reads

Pay2ERP does not treat every message in your mailbox as a payment. In your ordinary INBOX it reads only emails from senders you have taught as a bank — nothing else is opened, extracted or billed. An email in a folder you dedicated to payments, or one you move into _Pay2ERP/IMPORT, is always read.

Teaching Pay2ERP a bank sender

Move the email into _Pay2ERP/IMPORT. The sender is added to your bank list and the email is read from there, alongside the bank folders you configured. If a sender is not a bank, drag one of its emails into _Pay2ERP/DO_NOT_IMPORT: Pay2ERP stops reading its mail and the email goes back to your INBOX. Changed your mind? Drag one of its emails into _Pay2ERP/IMPORT and it is read again. The folders are created for you while Pay2ERP is active.

If AutoSPAM or Mail2ERP also runs on this mailbox, mail from a taught bank is moved into _Pay2ERP/IMPORT for you. Folder names appear in your mailbox’s language — for example, IMPORT is called NA_IMPORT in Slovak.

🔄 How Pay2ERP Works – Visual Flow

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 hide the email. The email stays where it arrived — your INBOX or your bank folder — or goes to _Pay2ERP/MANUAL when it came through _Pay2ERP/IMPORT. It is never marked as read, and the run report lists it with the reason and what to do.

With DEMO off, each email whose payments were all recorded moves into _Pay2ERP/PROCESSED straight away. In DEMO your mailbox is left exactly as it is. Pay2ERP learns each bank’s layout from the payments it records successfully, so the same bank’s wording is recognized faster next time.

🚀 Getting Started

🛡️ DEMO and LIVE

There is one switch, Mode (DEMO / LIVE). What Pay2ERP can do depends on what you connect:

⚙️ Dashboard Settings Reference

Control

Core matching

The two AI settings only work when AI Mode is not Off.

Document formats read

Bank statement files (MT940/MT942, CAMT.053, BAI2, OFX) are always read, whatever the format switches say.

📊 Reading the Report

One report per processed source. The subject starts with ✅ when everything went through, or tells you how many payments need a hand.

📨 Forward to Us — No Mailbox Connection Needed

You do not have to connect a mailbox at all. In BOTS4.me/bots → Settings → Pay2ERP, click Add Source and add the BOTS4.me Mailbox — one click, nothing to connect, no password. Then forward your bank’s payment notifications to pay2erp@bots4.me. In DEMO you get a preview by email; in LIVE the payments are recorded in your ERP for real. So we only need access to your ERP, never to your mailbox.

Who may forward: set it in Pay2ERP → Control → Forward to us – accept email from. Empty: only your account email address. Filled in: exactly the addresses you type (up to 6) — they replace your account address, so add it too if you also forward.

In LIVE, Pay2ERP records payments only from banks it already knows. A payment email from a bank it does not know yet waits for your one-click confirmation; after that, the bank is remembered.

The same email forwarded twice is processed only once. With Demo Mode off, the sender gets a short receipt by email after each forwarded email: processed, or not processed and where to see why.

📬 Logs in Your Mailbox

• Where: every mailbox gets a LOGS folder inside the bot’s own folder, for example _Pay2ERP/LOGS. Each bot keeps its own.
• What: the same rows as the Logs tab, one message per row. Nothing is sent by email — the rows are written straight into the folder.
• Unread means it needs you: only rows that need your decision arrive unread. All other rows, warnings included, arrive already read.
• One-click buttons: rows about an email carry the same buttons as the dashboard. A button that files the email is named after the folder it goes to, for example ALLOW or SPAM. A button opens a short confirm page, no login needed, and works for 7 days. The result arrives as a new row, with an undo button where one exists.
• Decide from the log: a row that needs your decision also shows the names of the email’s attachments and its first few lines, so you rarely need to open the email itself.
• Housekeeping: the folder keeps the latest 100 rows for up to 30 days. The full log stays in your dashboard.
• Safe by design: genuine log messages exist only inside LOGS folders, never in your inbox, and the confirm page never asks for a password.
• Switch: Logs in your mailbox, in the bot’s feature list on the Control tab. On by default from the Personal plan.
• Payments without a mailbox: rows from a bank API, an ERP source or the BOTS4.me Mailbox have no mailbox of yours to go to, so they appear only in the dashboard.

❓ Troubleshooting

❓ Frequently Asked Questions

💡 Folders starting with _ (e.g. _Pay2ERP) are auto-created by the app — don’t rename or delete them.

🔒 What Pay2ERP Will Never Do

• Contact your customers — that is AutoCASH’s job, not Pay2ERP’s.
• Record a payment while in DEMO.
• 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 where it arrived or in _Pay2ERP/MANUAL, and the report lists it.
• Change anything in your ERP beyond recording the payment against the matching invoice(s) and adding a short payment note to them.