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Integration · SAP Business One

AI quote and order automation for SAP Business One

ERP Agent is an AI agent for SAP Business One that turns customer emails, PDFs and Excel lists into sales quotations and sales orders. It finds the right item for each line in your item master, takes the price Business One gives that customer from price lists and special prices, and creates the document through the Service Layer after a rep approves. We set up the connection for your company during onboarding.

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Why quoting eats the day in a small sales team

In a distributor running SAP Business One, the people who write quotes also answer the phone, chase suppliers and sort out deliveries. A 40-line Excel list from a contractor waits until someone has a quiet hour, and by then the contractor may have ordered elsewhere.

According to our case study, a sales rep spends on average 4–7 minutes per line when creating quotes and orders by hand. For that 40-line list, it is 160 to 280 minutes of looking up items, checking sizes and finding the customer’s price. ERP Agent does that groundwork, so customers get their answer sooner and your team keeps its time for selling. Work out your own figures with the quote cost calculator.

What ERP Agent reads from SAP Business One

The connection runs through the SAP Business One Service Layer, SAP’s standard web API for Business One, built on OData. Nothing is installed in the Business One client.

What ERP Agent reads from SAP Business One
Business One dataService Layer resourceWhat the agent does with it
Items: item code, item name, foreign name, units of measureItems, UnitOfMeasurementGroupsFinds the right item for each request line; a request in English also finds items through their foreign name
CustomersBusinessPartnersIdentifies the customer behind the request and flags a delivery address that differs from the one in Business One
Business partner catalog numbersAlternateCatNumLines written with the customer’s own item numbers land on your items
PricesPriceLists, SpecialPrices, CompanyService_GetItemPriceEach line gets the price Business One gives this customer for this item, quantity and date

What ERP Agent writes to SAP Business One

What ERP Agent writes to SAP Business One
DocumentService Layer resourceWhat is created
Sales quotationsQuotationsThe approved quotation for the customer, with one document line per item and quantity
Sales ordersOrdersThe approved sales order; if you use approval procedures in Business One, they apply as usual

Items, price lists and special prices stay exactly as they are: the agent reads them, and the only documents it adds are the ones a rep approved.

How does SAP Business One quote automation work?

  1. The request comes in

    A rep forwards the customer’s email to your company’s agent mailbox, or pastes it into the web app untouched and picks quotation or sales order. PDF (scanned too), Excel, CSV, Word and photos of a list all work.

  2. The customer and the items are found

    The agent matches the sender to a customer in your business partners and tells the rep straight away if none fits. Each line is mapped to an item from its abbreviations, sizes, ratings or the customer’s own item number. Items that contradict a stated voltage or protection class drop down the list, and a line too vague to identify goes on your placeholder item with the customer’s words kept.

  3. Business One prices the lines

    The price comes from Business One itself, from the customer’s price list and any special prices, so the draft shows what your team would have found by hand. Standard fee rows, such as packing, are added following your rules.

  4. A rep checks the draft

    Lines fill in as they are matched. The rep looks at the marked ones, swaps in an alternative where needed and approves.

  5. It lands in Business One

    Item codes are checked against Business One first, then the quotation or sales order is created and opens in the client like any other document, ready to copy to an order or a delivery. What your team sends teaches the agent your customers’ wording.

Example: a contractor’s list becomes a Business One sales quotation

An electrical contractor emails a PDF list to an electrical wholesaler running SAP Business One. The rep forwards it to the agent mailbox, which is set to quotations.

Customer requestIllustrative example
“Hi, could you send us a quote for these for the warehouse job?”
  1. 20 x MCB C16 1P
  2. 100 m H07RN-F 3G2,5
  3. 10 x junction box IP65 100x100
  4. 6 x power supply 24V 60W DIN rail
  5. 15 x your no. 88-1040
  6. 1 x cable glands for the above
Proposed lines · Illustrative example
Request lineProposed Business One itemQtyMatchNote
MCB C16 1PMiniature circuit breaker 1-pole, C16, 6 kA2095C characteristic and 16 A, as written.
H07RN-F 3G2,5Rubber cable H07RN-F 3G2.5 mm², cut length100 m93Sold by the metre, the item’s unit in Business One.
junction box IP65 100x100Junction box 100 × 100 × 50 mm, IP651091An IP54 box was pushed down.
power supply 24V 60W DIN railDIN rail power supply 24 V DC, 60 W688A 12 V model was pushed down.
your no. 88-1040LED batten 1500 mm, 4000 K, IP651598Found through the customer’s business partner catalog number.
cable glands for the abovePlaceholder item, wording kept1–Sizes and quantities missing; the rep decides.

Illustrative example with sample items, codes and scores. In a real draft, each line also carries the customer’s price from SAP Business One.

What the rep sees before anything reaches Business One

  • A match score from 0 to 100 on every line; lines under 80 are marked. How the match score works.
  • The reasoning behind each choice, one click away.
  • Alternatives kept for every line, ready to swap in.
  • Quote chat to add or remove rows and change quantities or prices, each proposed edit approved or rejected line by line.
  • The final say. A rep approves before anything is created in Business One, and nothing reaches a customer without approval.

The Service Layer handles the data. The agent handles the judgement.

A POST to Quotations needs a customer code and document lines with an item code and a quantity. The customer’s email has a company name and “cable glands for the above”. The Service Layer will not tell you which of your items the customer means.

ERP Agent does: it identifies the items, brings in the Business One price, shows the rep what needs a look and learns from every approved line. Your team gets that without writing or maintaining any matching logic.

Built for a small team on SAP Business One

ERP Agent is the first agentic AI layer for wholesale distribution ERP systems. On Business One, that means:

  • Works on top of Business One. No replacement project and no change to how your team uses the client.
  • SAP HANA or Microsoft SQL Server. The Service Layer runs on both versions of SAP Business One 10.0.
  • Your partner keeps looking after Business One. We set up the connection with you during onboarding and agree the server access with your SAP Business One partner where they host it.
  • Knowledge that does not walk out the door. In a small team, one person often knows every customer’s codes. The agent keeps that knowledge, and new reps are productive sooner.
  • Your team stays in control. The agent prepares; a rep approves.

Security and control

  • GDPR-compliant. ERP Agent is GDPR-compliant, and models run with zero data retention. See security.
  • Its own Business One user. The agent logs in to the Service Layer with a dedicated user whose authorisations cover the work: reading items, business partners and prices, and creating quotations and orders.
  • Agreed in advance. Before setup, we agree which data the agent needs and which systems it can access.
  • A person approves. Nothing is written to Business One by default until a rep has reviewed the draft.

Getting started with SAP Business One

We set up the connection for your company during onboarding. What we need:

  • The Service Layer address and company database, and network access to it agreed with you or your partner.
  • A Business One user for the agent, with the authorisations above.
  • Your rules: the placeholder item for lines too vague to identify, and which fee rows the agent adds.
  • A catalogue file to begin with. Reps forward real requests the same week while the Business One connection is set up. See catalogue file and SFTP.
  • Pricing: a setup fee plus a monthly subscription, with an itemised quote first. See pricing.

ERP Agent in numbers

4–7 min
per line to create quotes and orders by hand, according to our case study
95%
average automation across our customers
3–8 min
for the agent to prepare a typical request
1–3 min
in fast mode, for requests of up to about 50 lines

For the trades that run on Business One

Whatever you sell, the agent checks what matters on the line: voltage and protection class in electrical wholesale, nominal sizes and pressure classes in HVAC and plumbing wholesale, standards and materials for fasteners. ERP Agent is live with steel, HVAC and fastener distributors.

ERP Agent integrates with Business Central, SAP, NetSuite, Visma, IFS, Sage and any other ERP or CRM. We set up the connection for your company during onboarding, and you can start with a catalogue file the same week. Part of a group on S/4HANA? See SAP S/4HANA quote and sales order automation and all integrations.

Frequently asked questions

Does ERP Agent work with SAP Business One?

Yes. ERP Agent reads items, business partners and prices from SAP Business One and creates sales quotations and sales orders through the Service Layer. We set up the connection for your company during onboarding.

Does it work with Business One on SQL Server, or only on SAP HANA?

Both. ERP Agent connects through the Service Layer, which SAP provides for SAP Business One 10.0 on SAP HANA and on Microsoft SQL Server.

Where do the prices on a Business One quotation come from?

From Business One. The agent asks for the price Business One gives the customer for the item, quantity and date, with the customer’s price list and special prices applied. The rep can edit any price before approving.

Does ERP Agent replace AI features in SAP Business One?

No. Whatever SAP builds into Business One keeps working. ERP Agent adds a quote and order agent for the work that takes your team longest: reading the customer’s request, identifying items from shorthand and customer numbers, pricing them and handing the rep a draft with match scores and reasoning.

Is ERP Agent a Business One add-on?

No. It works alongside Business One through the Service Layer, so nothing is installed in the client and your team keeps working in Business One as before.

Can it create sales orders, or only quotations?

Both. The rep picks quotation or sales order in the web app, and emails forwarded to the agent mailbox become the document type your company has chosen. See order entry automation.

How do we get started?

Send us a handful of lists your team has quoted recently and book a call. You can start with a catalogue file the same week; we set up the Business One connection during onboarding, and Business One prices and documents follow as soon as it is live.

Let’s look at your quote workflow

Send us a list your team quoted last week

In 30 minutes we run your own requests through the agent and walk through what connecting your SAP Business One involves.

  • Your requests and product catalogue
  • Your pricing and review process
  • A clear scope for the next step
Lauri Pelkonen

Lauri Pelkonen

Founder & CEO

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