Email Autofill
Turn incoming e-mails into confirmed sales orders automatically — inbound address, allowed senders, order creation defaults (location, ledger, branch, source, tax rate, delivery delay), payment and product options, and the processing log.
Email Autofill gives your company an inbound address: e-mails sent to it are read by RedERP (SendGrid + AI) and turned into confirmed sales orders — and receipts e-mailed to it can be recorded as expenses. Replying to the order confirmation with changes updates the same order.
Screen tour
| Area | What it shows |
|---|---|
| Enable email autofill | Master switch |
| Your inbound order address | The generated address (<name>.<account>@orders-inbound.rederp.pro) with Copy and Regenerate; order confirmations use it as Reply-To |
| Allowed sender emails | Only these senders may create orders (Add); empty = accept any sender (not recommended) |
| Order creation defaults | Default location and Default ledger (required — incoming e-mails fail until set), Default branch, Order source, Default tax rate (%), Expected delivery (days after order, when email has no date) |
| Payment and products | Auto-record payment when a method is mentioned, Auto-recorded payment status (Pending (confirm later) or Completed (paid)), Auto-create products for unmatched lines |
| Log | The processed e-mails with their result; Refresh |
Set it up
Enable and copy the address
Turn on Enable email autofill, Copy the inbound address and give it to the clients or sales representatives who will send orders. Regenerate if the address leaks.
Restrict senders
Add the e-mail addresses allowed to create orders. Anything from another sender is ignored.
Defaults
Set the Default location and Default ledger (mandatory), optionally the branch, the Order source and a Default tax rate used when the e-mail gives none; choose how many days after the order the delivery is expected when no date is mentioned.
Payments and unknown products
Decide whether a payment mentioned in the e-mail is recorded automatically and with which status, and whether product lines that match nothing in the catalogue create new products.
Logic and rules
- The AI extracts client, lines (product, quantity, price), delivery address and date, payment method and notes from the e-mail body and attachments; the client is matched by sender or name, products by name, SKU or barcode.
- Orders are created Confirmed with the defaults above; they appear in Sales Orders with the e-mail as source.
- The confirmation e-mail is sent to the sender with the inbound address as Reply-To: a reply that changes items, payments, address or delivery updates the same order instead of creating a new one.
- Every processed message is logged (success, ignored sender, missing defaults, parsing error) so nothing is lost silently.
- Receipts e-mailed to the address are recorded as expenses in the Finance module.
Troubleshooting
| Situation | What to do |
|---|---|
| Set a default location and ledger — incoming order emails will fail until these are configured | Fill Default location and Default ledger |
| An e-mail created nothing | Check the sender is in Allowed sender emails and read the log entry |
| Wrong products on the order | Improve product names/SKUs in the catalogue or disable Auto-create products for unmatched lines and correct manually |