--- title: "Chuyển đơn hàng email thành báo giá Xero tự động | BOTS4.me" url: https://bots4.me/vi/email-orders-to-xero-quotes/ canonical: https://bots4.me/vi/email-orders-to-xero-quotes/ language: vi updated: 2026-10-31 --- # Chuyển đơn hàng email thành báo giá Xero tự động | BOTS4.me Tạo báo giá tự động trong Xero từ email đơn hàng kèm tệp đính kèm PDF/Excel. Đọc đơn hàng, tìm sản phẩm trong Xero. First month free. # Turn Emailed Orders into Xero Quotes Automatically Written by [Adam Petras](https://bots4.me/about-us/), Founder & CEO, TreeLab OÜ · Published 2026-10-29 · Updated 2026-10-29 Orders and price requests arrive by email — the draft quote is already waiting in Xero Xero has quotes and invoices but no sales orders, so a customer's emailed order usually becomes a quote that someone types by hand. This guide shows how **Mail2ERP** does that typing: it reads the email and its attachment, finds the contact and your inventory items in Xero, and creates a draft quote — titled "Customer order" when it is a firm order — for you to review and mark Accepted. You start in Demo Mode, and the first month is a free Discovery month. ## 🎯 "Every Order Email Becomes a Quote I Type Myself" Small wholesalers, trade suppliers and manufacturers on Xero describe the same routine. The order comes in as a PDF or a spreadsheet, or as a few lines in the email. Before Xero can do anything, someone has to build the quote: find the contact, add each item, type the quantities, add the customer's reference. - **It takes time every day:** a ten-line order is several minutes of careful typing, and the work grows with every new customer. - **Mistakes travel:** a wrong item code on the quote becomes a wrong invoice once the quote is accepted. - **Orders and price requests look alike:** both end up as quotes, and it is easy to lose sight of which ones are real orders. - **Late quotes lose deals:** a price request answered tomorrow often goes to the supplier who answered today. 🤖 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 Xero Users Usually Try First ### Copying a previous quote Xero lets you copy an earlier quote, which helps when a customer reorders the same things. It does not help with a new order whose lines are in a PDF attachment — those still have to be read and typed. ### Automation recipes and parsers Workflow tools can create a quote from structured data, and document parsers can pull fields out of a known layout. Between them sits the hard part: understanding an unknown layout, matching your Xero item codes and contacts, and telling an order from a price request. We look at that gap in [Parseur, Docparser or Nanonets vs Mail2ERP](https://bots4.me/email-order-parsers-vs-erp-automation/). ### ⚠️ What the job really needs Read **any layout without templates**, find the contact and the item codes in Xero, use your Xero prices and tax rates, mark which quotes are real orders — and leave accepting them to you. ## ⚙️ How Mail2ERP Works with Xero 📧 Customer email arrives → 🤖 Mail2ERP reads and matches → 📝 Draft quote in Xero → 👍 You mark it Accepted ### Draft quotes for price requests and orders - **A price request** becomes a draft quote. - **A firm order** becomes a draft quote with the title **Customer order** and a history note "Customer order (BOTS4.me Mail2ERP)". Mail2ERP never accepts it: you review it and mark it **Accepted** in Xero. ### What goes onto the quote - **Contact:** the sender's email address must belong to a customer contact in Xero or one of its contact persons. Mail2ERP never creates contacts. - **Items:** codes in the email are matched to the **Code** of your Xero items; items without a code cannot be matched. Xero items carry no barcodes, vendor codes or customer codes, so those are not used. Mail2ERP never creates items. - **Prices and tax:** each line takes the item's sales unit price, with a tax rate on every line. The price in the email is used only when an item has no sales price. Customer-specific price lists are not available through Xero's API. - **Reference:** the customer's PO number goes into the quote's Reference. - **Notes:** a message from the customer becomes the quote summary, which is printed on the quote. The email text and the requested delivery date go into the quote's history notes, which are internal. The original files are attached to the quote. - **Address:** Xero quotes take the contact's address. ### Why the quote stays a draft A draft quote is not sent to anyone. That is deliberate: the order was read by software, and you should see it before your customer does. Open the drafts titled Customer order once or twice a day, check the lines against the attached original, and mark the quote Accepted. Price requests stay drafts too, so you can adjust a price or add a note before you send the quote to the customer from Xero. ### When the customer orders against your quote With **RFQ Detection** on, a reply that quotes your quote number and clearly orders it marks that quote as a customer order. While the quote is still draft or sent, quantity changes the customer names for specific lines are applied; otherwise the full quote is ordered with a note. An accepted quote is frozen in Xero, so Mail2ERP only adds a history note to it. ### Unclear emails and duplicates An email that cannot be imported — an unknown sender, a code with no matching item — stays in your INBOX, unread, with the reason in the log. Quantities that cannot be read with confidence are skipped, not guessed, and you are asked to add them. Each quote is created with an idempotency key, and an interrupted run finds the quote it already made instead of creating a second one; a forwarded copy of the same order is imported once. ## 🛠️ 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 use Secure Quick Connect; any other provider connects over IMAP. See [Getting Connected](https://bots4.me/guide-getting-connected/). Or forward orders to mail2erp@bots4.me without connecting a mailbox. - **Step 3 — Connect Xero:** **Add Destination** → the **Xero** tile → **Sign in with Xero**. Xero asks which organisation BOTS4.me may use; choose it and click **Allow access**. If you connected more than one, pick the organisation on the Xero card. No passwords or API keys are stored. - **Step 4 — Check your item codes:** make sure the items your customers order have a Code in Xero that matches what they write. - **Step 5 — Run in DEMO, then go LIVE:** Mail2ERP starts in Demo Mode and emails you the quote it would have created. When the reports look right, set **Mode** to **LIVE** on the Control tab. ### 🧪 Try it on Xero's Demo Company Xero's Demo Company works for trying BOTS4.me out. Xero resets it from time to time — then sign in again — and sends no emails from it. ## 🧭 Your First Week in the Discovery Month - **Mode:** DEMO reads your emails and Xero 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 Xero, **RFQ Detection** and **Separate External** are the useful ones; the Smart Multi-Code Matching switches have no codes to work with in Xero. - **Test order:** email two or three item codes with quantities from a customer contact's address, then a second email that only asks for prices. The DEMO reports show both quotes; 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 Mail2ERP stops at the draft quote. If the invoice should follow by itself, AutoERP is invoice-only on Xero: it invoices every quote you mark Accepted, once every item on it is in stock, and BOTS4.me emails the invoice to your customer. Only quotes accepted after AutoERP's first LIVE run are invoiced. Xero 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 check the draft quotes titled Customer order and accept them. - **API limits:** Xero limits API calls per organisation per minute and per day. BOTS4.me shares that limit with your other Xero apps, slows down when Xero asks it to and continues the next day when the daily limit is used. - **Platform:** EU-hosted, built for GDPR, 2FA, and reports, logs and mailbox folders in 31 languages. ## ❓ Frequently Asked Questions ### Can Xero create a quote from an emailed order automatically? Not by itself. Mail2ERP reads the email and its PDF or spreadsheet, matches the contact and your item codes, and creates a draft quote in Xero — titled Customer order when it is a firm order. ### Does Mail2ERP send or accept the quote? No. The quote stays a draft. You decide whether to send it to the customer and when to mark it Accepted. ### Why a quote and not a sales order? Xero has no sales orders. A draft quote titled Customer order is the closest document, and accepting it in Xero is your go-ahead for invoicing. ### Which prices does it use? The sales unit price of each Xero item, with a tax rate on every line. The price written in the email is only used when an item has no sales price. ### Our customer's PO number — where does it go? Into the Reference of the quote, so you can find it and the customer recognises it. ### Will it use up our Xero API limit? BOTS4.me paces itself below Xero's per-minute limit and shares the daily limit with your other Xero apps. When the daily limit is used up, it stops and continues the next day. ### Can I test it before it touches my real organisation? Yes. Demo Mode writes nothing to Xero, and you can connect Xero's Demo Company first. ## 📚 Related Reading - **Features and plans:** [Mail2ERP product page](https://bots4.me/product/mail2erp/) and the [Mail2ERP guide](https://bots4.me/mail2erp-guide/). - **Using QuickBooks instead?** [Turn Customer Order Emails into QuickBooks Online Estimates](https://bots4.me/email-purchase-orders-to-quickbooks-estimates/). - **Need stock and sales orders?** [How to Import Email Orders into Zoho Inventory and Zoho Books](https://bots4.me/import-email-orders-into-zoho-inventory/). - **Comparing options:** [Parseur, Docparser or Nanonets vs Mail2ERP](https://bots4.me/email-order-parsers-vs-erp-automation/). - **Try the dashboard first:** [BOTS4.me dashboard live demo](https://bots4.me/bots_demo/). ## 🔗 Sources and Further Reading Official pages referenced in this guide. External links open in a new tab. - [Xero — Quotes](https://www.xero.com/features-and-tools/accounting-software/quotes/) ## Let Xero Quotes Write Themselves Connect your mailbox and Xero 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/) ## Câu hỏi thường gặp ### Làm thế nào để BOTS4.me đọc được đơn đặt hàng từ email không theo mẫu cố định? BOTS4.me sử dụng Mail2ERP, sản phẩm AI tự động trích xuất dữ liệu từ email và file đính kèm (PDF, Excel) bất kỳ mà không cần mẫu định trước. Nó sẽ tự động khớp tên sản phẩm, mã sản phẩm trong Xero và tạo sẵn báo giá dựa trên thông tin nhận được. ### Tôi có thể dùng BOTS4.me cho những đơn hàng gửi qua PDF không? Có, Mail2ERP hỗ trợ trích xuất dữ liệu từ đơn đặt hàng dưới dạng PDF hoặc tệp bảng tính. Nó sẽ tự động đọc các dòng sản phẩm, số lượng và thông tin khách hàng để tạo báo giá trên Xero. ### BOTS4.me có phân biệt được đơn đặt hàng thật và yêu cầu báo giá không? Có, Mail2ERP tạo dự thảo báo giá cho cả hai trường hợp: đơn đặt hàng thật sẽ được đặt tiêu đề 'Customer order' kèm ghi chú lịch sử, trong khi yêu cầu báo giá chỉ có tiêu đề báo giá thông thường. Bạn sẽ xem xét và xác nhận thủ công trước khi chuyển đổi thành hóa đơn. ### Mất bao lâu để thiết lập tự động tạo báo giá từ email bằng BOTS4.me? Bạn bắt đầu bằng chế độ Demo miễn phí trong tháng khám phá đầu tiên. Sau khi đăng ký, Mail2ERP sẽ được cấu hình để tự động xử lý email, thường mất vài phút đến vài giờ tùy vào độ phức tạp của email và hệ thống Xero của bạn. ### BOTS4.me có hỗ trợ tạo báo giá từ email có file Excel đính kèm không? Có, Mail2ERP hỗ trợ trích xuất dữ liệu từ các file Excel hoặc bảng tính đính kèm trong email. Nó sẽ đọc các dòng sản phẩm, số lượng và thông tin khách hàng để tạo sẵn báo giá chính xác trên Xero.