Overview
The Connection step is the first stage in configuring a SmartVendor instance for AP Helpdesk. In this step, you connect your organization’s core systems to enable seamless automation and communication.
Figure 1: Connection Step in SmartVendor Configuration
What You Do in the Connection Step
Connect Your ERP System:
Select and authorize the ERP platform (such as Workday, NetSuite, Sage Intacct, or Coupa) that will be integrated with SmartVendor. This connection allows SmartVendor to access vendor records, invoice data, and payment information required for AP Helpdesk automation.Connect Your AP Mailbox:
Link your organization’s shared AP mailbox (for example, Gmail or Microsoft 365). This mailbox will be used by SmartVendor to receive supplier emails, process requests, and send automated replies.Verify Connections:
The system will display the connection status for both the ERP and mailbox. Ensure both are connected successfully before proceeding.
Mailbox and ERP Configuration Restrictions
Important:
Each SmartVendor instance must be mapped to a single ERP system and a single AP mailbox.
A mailbox can only be configured for one SmartVendor product (AP Helpdesk or AP Invoices) at a time.
If you need to reassign a mailbox to a different product or ERP, you must first stop the existing SmartVendor instance. Stopping an instance will remove all prior configuration and automation history for that mailbox.
The system enforces these restrictions during the configuration process. Only eligible mailboxes (not already assigned to another product) will be available for selection. This ensures data integrity, prevents duplicate processing, and maintains clear audit trails for AP automation.
Key Points
Both the ERP and mailbox connections are required to enable full AP Helpdesk automation.
If you encounter any connection errors, follow the on-screen troubleshooting tips or contact your system administrator.
You can click Cancel at any time to exit the configuration process.
Tip:
Connecting your ERP and mailbox at this stage ensures that all subsequent SmartFlow automations have access to the necessary data and communication channels.