What is invoice and order email automation?
Invoice and order email automation uses AI to classify invoices, orders, and quotes in Gmail or Outlook, file attachments to SharePoint or OneDrive, extract PDF fields, draft client confirmations or AP replies, and trigger CRM or ticket steps. HEIDI keeps a human approval gate before sending or committing.
Capabilities
What you can do with HEIDI Workspace
Detect intent, not just keywords
Keyword plus semantic plus per-folder triage definitions classify invoices, orders, and quotes.
File attachments automatically
Route PDFs to SharePoint or OneDrive paths like /Sales/Orders or /Finance/AP.
Draft confirmations and AP replies
Grounded on approved templates and extracted data, ready for approval.
Trigger CRM after approval
Open a deal note or update a record when connectors are configured.
Use cases
Where teams apply HEIDI Workspace
Real workflows that benefit from visual design, automation, and governance.
Customer A emails a purchase order
HEIDI files the PDF to /Orders/Inbox, drafts a confirmation, and opens a CRM note for the owner.
Vendor sends an invoice for review
HEIDI extracts amount, due date, and vendor, files to the AP folder, and routes the approval.
Customer B requests a quote
HEIDI parses the request, pulls pricing context, and drafts the offer for review.
Duplicate order arrives
HEIDI flags the likely duplicate and prepares a clarification draft before any confirmation.
Order changes after confirmation
HEIDI summarises the change, updates the filed record, and drafts the revised confirmation.
How it works
From chaos to clarity in 4 steps
Classify the email
Invoice, order, quote, or other business intent.
File the attachment
Move the PDF to the configured SharePoint or OneDrive path.
Extract and draft
Pull fields and prepare the confirmation or AP reply.
Approve, then act
Send the confirmation and trigger CRM or ticket steps after sign-off.
Avoid these
Common mistakes (and how to avoid them)
Auto-confirming orders without a check
A wrong confirmation can create a commitment the business must honor.
Keep a one-click approval gate before confirmations send.
What this needs to work
CRM updates, storage paths, and auto-send require the right connectors, permissions, and published workflows. HEIDI is designed to connect and is configured per customer — not every connector is one-click in every tenant. The product philosophy stays the same: prepare the complete work, keep a human approval gate, then act in connected systems.