What InboxFlow does

Vendors and customers email you documents every day: quotes, invoices, purchase orders, remittances and returns. InboxFlow reads those emails and matches the sender to the right SAP Business One business partner and contact. It then creates the matching SAP document through the Service Layer.

Early release (October 2026): this release covers:

• accounts and sign-in,
• the SAP connection,
• business-partner and contact sync,
• mailbox settings,
• users, branding, email and support.

Reading mail, document review and posting to SAP arrive in the next releases. They are described under Coming next so you can plan ahead.

Roles

Signing in

Sign in with your email and password, or with your company’s Microsoft, Google or Keycloak single sign-on. The first time, you set your own password.

The dashboard

If the partner sync fails, a red Sync is failing banner explains why.

Setting up InboxFlow

Follow the Setup & Administration Guide for the standard tabs. InboxFlow connects one SAP company per licence by default.

1. Connections: add your SAP company and click Test. Then run Sync now under Business partner sync.
2. Sync: turn on Auto-sync, set the Interval (minutes) and click Save schedule. The status shows Autosync healthy, stale or error.
3. Mailboxes: add the mailbox InboxFlow will read (see below).
4. Users: add reviewers and viewers.
5. Branding, Email SMTP and Email templates. The contact approval email is the one InboxFlow sends today.
6. Billing: subscriptions are arranged through Support while per-flow pricing is introduced.

Mailboxes

• IMAP mailbox: enter a Label, the Host, Port, Username, Password and Folder, and tick Use SSL. Click Test, then Save.
• Google Workspace: connect a Gmail mailbox with read-only access, using your Google client ID and secret. Google sign-in for mailboxes is being completed in the next release.

Use a dedicated address such as ap@yourcompany.com or orders@yourcompany.com. Ask vendors and customers to send documents there.

Coming next

The sections below describe how InboxFlow will work once mail reading and posting are released.

How a document is handled

1. An email arrives and InboxFlow matches the sender:
   • Known contact: the document is linked to that contact and their business partner.
   • New address on a known domain: InboxFlow creates a pending contact and emails your admins an approval link, valid for 7 days. Accepting it creates the contact in SAP.
   • Unknown domain: the document waits for a reviewer to map it.
2. Reading: the attachment is read (text PDFs directly, scans by OCR).
3. Matching: InboxFlow looks for a saved mapping. It checks the same contact first, then the same business partner, the same domain, your company’s library, and finally the shared templates.
4. AI assist: if no mapping fits, an assistant suggests the document type and fields. External AI is used only if your company opts in.
5. Review: a reviewer confirms or corrects the fields and saves the mapping, so the next document from that sender goes through on its own.
6. Posting: the SAP document is created. InboxFlow checks SAP first so a document can never post twice.

Flows

Each flow is one type of SAP document. You subscribe per flow.