Sales Order
From a customer's purchase order: PDF, Word, e-mail or a phone photo.
AI document capture
B1Nexus DocuFlow AI
From inbox to SAP,
without retyping.
B1Nexus DocuFlow AI reads purchase orders, supplier invoices, e-mails, receipts and fault reports, matches them to your SAP Business One master data, and posts the right transaction after a quick review.
Recognised asSales Order98%
CustomerNordwind TradersC20000 · exact
Customer ref.NW-4021799%
Delivery date28 Oct 202697%
Lines
A-104240 × 18.50remembered
C-007112 × 42.00exact
Fixing kit40 × 3.20choose item
1 check open
Post to SAP
Illustrative example.
What it handles
Six transactions. One review screen.
DocuFlow AI recognises what arrived and builds the matching SAP Business One document. Each type is a licensed module, so you switch on only what you use.
AP Invoice
From a supplier invoice: item lines, service lines on G/L accounts, or matched to goods receipts with a three-way check.
Sales Opportunity
From an inquiry e-mail, with a new lead when you confirm one, and the first activity.
Opportunity Activity
From a follow-up e-mail or meeting notes, with suggested opportunity changes and a follow-up task.
Service Call
From a fault report or a typed description, with serial numbers and a scheduled technician visit.
Expense
From a receipt, bill or phone photo, with G/L accounts allocated from your own rules.
Automation
Hands-off, only when it's safe.
Auto-post rules let routine documents go straight to SAP. A document is posted without a person only when every condition holds. Otherwise it waits for review, and the job says why.
Auto-post ruleAP Invoice · Draft
- No open checks: no errors, no warnings
- Every field read above the rule's minimum confidence
- Every SAP match exact or a remembered choice
- The partner is on the trusted list
- The total is within the rule's maximum amount
- Recorded under a named approver
Mailboxes & routing
Watch Microsoft 365 and Gmail mailboxes, route jobs to the right person, and send an automatic acknowledgement.
Notifications
In the app, by e-mail, or in Microsoft Teams and Slack: jobs to review, postings, failures.
Roles for every team
Sales, AP, Service and Expense users, approvers and viewers. Users see their own jobs; shared queues when you want them.
Usage & audit
Usage reports, data-retention rules, and an audit trail of who reviewed and posted what.
Security & architecture
Your server, your SAP, your Claude key.
On your server
One installation per company, on your own Linux server next to SAP. No access from the internet needed; users connect over your network or VPN.
Your Claude key
Documents go to Anthropic only to be read, with your organisation's own API key, stored encrypted. Card numbers are cut to the last 4 digits.
Service Layer only
Every posting goes through the SAP Business One Service Layer, so SAP's own validation and authorisations apply.
Secure sign-in
Authenticator-app sign-in or Microsoft sign-in, role-based permissions per transaction type, and virus scanning of incoming files.
Requirements
What you need to get started.
- SAP Business One
- With the Service Layer. One or more company databases in a single installation.
- Server
- Linux x86-64: Ubuntu Server 24.04 LTS or Red Hat Enterprise Linux 9, with Docker. 4 vCPU, 16 GB RAM, 100 GB disk for up to 50 users and a few thousand documents a month.
- AI
- Your organisation's own Anthropic API key for Claude. Model and effort are set per stage.
- Network
- Users reach DocuFlow on your network or VPN. Outbound HTTPS to Anthropic, and to Microsoft 365 or Gmail only if you connect mailboxes.
- Licensing
- Named-user seats, with a module for each transaction type you use.
- Delivery
- A signed installation bundle with a guided installer, nightly backups, one-command updates with automatic rollback, and installation and configuration guides.
FAQ
Frequently asked questions
Which documents can it read?
PDF, Word, e-mails (EML and MSG), images including phone photos, and plain text. Typed descriptions work too, for example a fault report entered by hand.
Does anything reach SAP without a person checking it?
Only if you set up an auto-post rule, and only when every one of its conditions holds: no open checks, confidence above your minimum, exact or remembered SAP matches, a trusted partner and an amount within your limit. Everything else waits for review.
What happens to our documents?
They are stored on your own server. They are sent to Anthropic only so Claude can read them, using your organisation's API key. Card numbers on receipts are reduced to the last 4 digits before anything is stored, and data-retention rules can remove old documents.
What if Claude reads something wrong?
Every field shows a confidence score and every SAP match shows how it was found. The reviewer corrects the field or picks the right SAP record, and DocuFlow remembers that choice for the next document from the same partner.
Can a document be posted twice?
No. Posting is idempotent: before it creates anything, DocuFlow checks what already exists in SAP, so a retry or a double click never creates a second document.
Can we use it for more than one SAP company?
Yes. One installation serves one or more SAP Business One company databases, and every job belongs to a company. Users get access per company.
Contact us
Bring your own documents.
See DocuFlow AI read your purchase orders and supplier invoices and post them to SAP Business One.
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